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Make Overtime Approval Requests¶

To implement the business plans or handle the urgent tasks in time, employees can make Overtime Approval Requests with full information of date, time and tasks to submit to the direct managers. The entire process of this approval will be executed on the software to ensure quick-close and on time. At the same time, save the whole history to serve the management, payroll… afterward.

Audience: employees who request overtime, and managers and HR officers who approve it.

Requirements

This tutorial requires the installation of the following applications/modules:

Before creating and approving the Overtime Request on the system, you need to check the following information:

Install the Overtime Approval app.
Contracts of employees who register for overtime are in the Running stage.

Setting Approval Request Types¶

The Overtime Approval app is integrated with the Approval app. At the Approval app, you can set up the Overtime approval type that applies to the process of requesting and approving overtime: the approvers, the minimum number of approvals and the days to approve.

Create an Overtime Request¶

General information¶

First, you need to activate the Overtime Plan Approval feature.

To create an overtime request, go to the Overtime app, open Planning ‣ Request, and press Create Request on the Overtime card.

The Overtime card with the Create Request button

You need to fill the following information as below:

Title: title of the overtime request. It is necessary to clearly state the purpose, reason, and time of the overtime to enable Approver to get full information when looking at the title. For example, Overtime for the Project Alpha go-live.
Approval Request Type: the Overtime approval type, filled in by the software.
Employee: Employee creates requests. It is filled with the employee linked to your user. You can create overtime requests for other employees if you are granted one of the following access rights:
- Team Approval access right of the Overtime app and at least the Team Approver access right of Approval app.
- Officer access right of the Overtime app.
- Administrator access right of Overtime app.
Request Date: the request creation date, the software automatically enters the current date and time.
Deadline: the date by which this request should get fully approved. The approver will rely on this to ensure the progress of the work. At the same time, the software also creates a schedule activity to remind approver about this request.
Minimum Approvals: the minimum number of approvals for the request to be accepted, which is automatically filled with the Approval Request Types. This field enable creator to take the initiative in waiting for approval.
Approval Progress: approval progress of the current request in percentages. For example, this request needs to go through 2 stages of approval: Manager and CEO. After the manager approved, the approval process is 50%; after the CEO approves, the approval process is 100% - Done.
My Approval Status: status of the request for the user who is accessing. There are selections:
- Not involved: the user who is accessing is not involved in this process of proposal or approval.
- Draft: you have not confirmed the request.
- To Approve: you are assigned to approve the request, but have not yet proceeded with approval.
- Approved: you have approved the request.
- Refused: the request is not accepted by the manager.
Last Approver: the last approver who had previously approved the request, which is automatically recognized by the software. For example, this request needs to go through 2 stages of approval: Manager and CEO. After the manager approves, the last approver is manager. If CEO approves, the last approver is CEO.
Forcing Approver: the user who forced the request to be approved without waiting for other steps.

The Overtime tab displays the detailed information of the overtime schedule. You can enter an overtime schedule for an employee or a department you are in charge. Its Mass Registration button opens the window that creates the overtime schedule. Alternatively, while the request is in Draft, click Select Overtime Plan to attach overtime plans that you created in advance (see Make Overtime Plans).

The Overtime tab with the Mass Registration button

Create an Individual Overtime Request¶

Click Mass Registration button at Overtime tab, the display shows the Massive Overtime Planning window that allows you to create overtime plans. For an individual request:

Mode: choose My Overtime Plan Only mode for overtime.
Reason: choose the reason for overtime.
Compensatory Time Off: tick it to convert the overtime into compensatory time off. See Overtime to Compensatory Time Off Workflow.
Date/Start Time/End Time: date, start time, and end of overtime. You should not choose the same period of overtime as the previously overtime registration (if any) or same as the normal working hours.

The Massive Overtime Planning window in My Overtime Plan Only mode

Click Schedule to add overtime schedule in the Overtime tab.

Employee: name of the employee who registers for overtime.
Reason, Date, Start Time, End Time: automatically fill based on the created Overtime Plan.
Planned Hours: total planned hours for overtime registration is automatically calculated by the software and enter here.
Actual Overtime Hours: the actual overtime hours recognized by selected Recognition Mode.

State: status of each overtime registration line. The software will automatically update according to the approver’s action. For example, after the request is approved with one line refused, the lines show Refused and Approved as below photo:

Overtime lines with the Refused and Approved states

Press Save to save the request.

After checking the information on the request, click the Submit button. The request will move from Draft to To Approve.

Note

A request without any overtime plan cannot be submitted. The message names the approval type and asks you to add at least one line in the Overtime tab first.

The interface will now appear with a Next Approver(s) field. The next approver is the person who will be responsible for the subsequent approval of this request.

For example, this request needs to go through 2 steps of approval: Manager and CEO. After the employee creates the request, the next approver is manager. After the manager approves, the next approver is the CEO who has established.

You’ll see the approval action assigned to Approver in the Approvers tab.

Create Mass Overtime Registration¶

To create overtime registrations for a team, after filling the information for the Overtime Approval Requests, click the Mass Registration button at Overtime tab.

Note

The user has to has the minimum access right as Team Approval on the Overtime access group in order to execute this action on the system.

The display shows the window allows you to create a Massive Overtime Planning.

Now you make an overtime registration for your department: choose the By Department mode, the department, the employees, the reason and the date and time.

Click Schedule, then click the Submit button, the request will move from Draft to To Approve.

Approve Overtime request¶

The approvers get the right to accept or refuse the request. Navigate to Overtime ‣ Planning ‣ Request. The Overtime card shows a Waiting link with the number of requests that wait for approval, and an All link.

Click Waiting to display the list of overtime requests that need approval.

The overtime requests that wait for approval

Click on an overtime request you want to approve to display detailed information. The next approver sees the Approve button. Users who are not the next approver, such as an Officer of the Approval app, see Refuse, Cancel and Force Approval, as in the To Approve screenshot above. Force Approval turns the request to Approved without waiting for the other approvers, and the action is logged. View Overtime Plan opens the overtime plans of the request.

See the instructions for setting Approval Request Types at How to create approval types and approval levels.

Change overtime plans while a request is under approval¶

Once a request is submitted, its overtime plans are listed in Overtime ‣ Planning ‣ Planning. They stay editable and can be deleted while the request is waiting for approval; the approval is never blocked. Users with the Officer access right of the Overtime app adjust them there.

Edit a plan: the request shows a notice that a document changed after submission, and its history names the field with the old and the new value. The approvers read it and decide whether the approval still stands.
Delete a plan: open the plan, click the actions icon next to its name and choose Delete. The request stays, and a note in its history names the plan that was deleted.

Note

Overtime is counted in the work entries and the payroll only once its request is Approved. Overtime on a request that is waiting for approval, refused or cancelled is not paid.

Cancelling Overtime Requests¶

The Employee cancels the Overtime requests¶

The overtime request has been created and is in To Approve status. To cancel the request, click the Cancel button on the overtime request.

After clicking, the overtime request changes to Cancelled status. The approval action assigned to the Approver on the request is also automatically canceled.

The Approvers tab of a cancelled overtime request

The Approver cancels the overtime requests¶

As an Approver, you want to cancel an Overtime request that is in To Approve, Approved or Refused status. On the overtime request, press the Cancel button.

The overtime request will move to Cancelled status. The person who created the request will see that overtime request has been Cancelled, so they can click Reset to Draft to edit and resubmit it for approval.