Make Overtime Plans

Making overtime plans helps the enterprises take the initiative in coordinating resources to complete, arrange, assign tasks as well as preparing all conditions to support employees during overtime. In the Viindoo system, overtime plan records the number of overtime hours of employees (planned and actual) and is the basis for calculating the paid amount to employees.

Audience: HR officers and team managers who plan overtime for employees.

Depending on the organizing way, enterprises can flexibly use this feature:

• Automatic: The overtime plans are gathered from approved Overtime requests.

• Manual: If you want to apply overtime plans without employees’ requests, you can make plans at this step without making Overtime requests.

Requirements

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

• Overtime Payroll

Make Overtime Plans

Navigate to Overtime ‣ Planning ‣ Planning, click New to create overtime plans.

At the Overtime Plan view, you need to enter the following information:

• Employee: The employee for overtime registration. Applicable only if the labour contract of employee is in the running state.

• Reason: enter the reason for the overtime.

• Force Recognition Mode: The mode to recognize actual overtime hours compare to the plan.

• Date: the date which the overtime happen. The software automatically suggests the current date.

• Period: enter the start time and end time of overtime. The smallest unit is minute.

• Compensatory Time Off: tick it to convert the overtime hours into compensatory time off instead of overtime pay. See Overtime to Compensatory Time Off Workflow.

• Planned: total hours of the overtime plan, which is automatically calculated by the software based on the Period that you set.

• Actual: the actual overtime hours, recorded based on the selected Force Recognition Mode (e.g., By Plan, Attendance,…). If you choose By Plan Mode, overtime is actually planned overtime.

• Planned Pay: the planned overtime cost, calculated automatically based on the planned overtime hours.

• Actual Pay: the actual overtime cost, calculated automatically based on the actual recognized overtime hours.

• Contract: The contract of the employee registering for overtime, make sure that the overtime registration date is between the start date and the end date of the contract.

• Included in Payslips: the software automatically marks when there is a payslip that isn’t in the Draft state linked to this overtime plan.

• Plan Lines tab: the overtime registration details are generated according to the contract and the predefined overtime rules.

  • Start Date/End Date: the start/end date and time of the overtime registration.

  • Planned Hours: the planned overtime hours registered at the Period. Depending on the time on overtime rules, the software will automatically separate your plans into multiple lines to make sure that each line is linked with only one rules.

  • Actual Overtime Hours: the actual overtime hours recorded according to the selected Recognition Mode.

  • Standard Pay per Hour: the standard amount paid per hour depending on the Overtime base amount mode specified on the employee’s running labour contract.

  • Pay Rate (%), Overtime Rule: pay rate and overtime rules are automatically calculated and recorded based on the time that you register for overtime.

After entering the full information, you click the Reload button to get the latest data from the labour contract. This action will recompute the Contract field, deleting existing plan lines (if any) before creating new lines. When the confirmation window appears, click Ok to accept action.

After checking the information, click Save. Back to the Overtime Plan view, the software will show the record you just created.

Make a Mass Schedule

You can make overtime plan for a team. Navigate to Overtime ‣ Planning ‣ Mass Schedule.

The screen appears a window that allows you to make a Mass Schedule.

The information should be filled as follow:

• Mode: overtime registration for individual, department or company.

  • My Overtime Plan Only: plan overtime for the employee linked to your own user.

  • By Employee: select an employee among yourself and the employees who report to you.

  • By Department: choose a specified department at the Departments field, at the Employees field you will see all employees in the chosen department. You can remove employees that don’t want to do overtime.

  • By Company: plan overtime for the employees of the whole company. The Employees field lists everyone who can be planned, and the Departments field narrows the list down to the departments you choose. In a database with several companies, you also select the companies at the Companies field.

• Approval Required: select if this Mass schedule need to be approved. Only users with the Officer access right of the Overtime app see this field.

Note

You need to configure the Overtime Plan Approval feature to see the Approval Required field.

• Reason: select a reason for overtime.

• Compensatory Time Off: tick it to convert the overtime hours into compensatory time off.

• Scheduling tab: click Add a line to register for overtime: Date, Start Time, and End Time for selected employees.

Click Schedule to confirm Overtime Mass Schedule registration. Then the system will automatically create the Overtime Plan according to your mass scheduled registration. The new plans appear in the list of overtime plans, as shown above.

Note

If you have the approval right for your team in the Overtime, you can register an overtime mass schedule plan for yourself and your team members at overtime request view.

See also

Related article

• Calculating overtime salary

• Overtime Reports

Optional modules

• Overtime Payroll

• Overtime Approval

• Overtime Timesheet

• Overtime Timesheet Approval