Configure early overtime
Set the rules for attendance before an employee’s scheduled start time.
This training manual provides a step-by-step guide on how to set early overtime in the HRIS + Payroll system. Enabling this feature allows employees to log overtime work before their scheduled shift, ensuring accurate tracking and payroll processing.
Purpose
To help users:
- Enable early overtime feature
- Define early overtime rules and policies
- Ensure accurate overtime tracking
- Automate early overtime filing and approval
Prerequisites
- Access to the HRIS + Payroll system
- Permission to manage schedule settings
- Defined attendance rules and policies
- Assigned employee schedules
D. Step by Step Process
Step 1: Navigate to the Schedule Module
To begin setting of early overtime, navigate to the HRIS + payroll application
Once inside HRIS + payroll, locate and click the Schedule module.
Step 2: Access Schedule Settings
Inside the Schedule module, locate and click the Settings button at the top right corner. You will be redirected to the Schedule Settings page.
Step 3: Enable Early Overtime
In the Schedule Setting, scroll down until you find the Enable Early Overtime checkbox. Click the checkbox to enable the feature. Enter the minimum minutes below the Enable Early Overtime checkbox. Only work done equal to or longer than this time before the shift counts as early overtime. After setting the minutes, click Save to apply the changes.
Once enabled in Schedule Settings, press Ctrl + F5 on your keyboard. Early overtime will now be accessible and applicable to employees. The feature will appear in the settings, allowing you to configure policies and monitor early overtime in employee records.
Step 4: Configure Early Overtime
After enabling Early Overtime, you can now assign how it will apply to employees:
- No Early Overtime
- This tab is for employees who are NOT allowed to have early overtime.
- Any employee added here will not be eligible for early OT, even if they time in early. Click the + Add Record button to add employees under this category.
A pop-up modal will appear. Select employees by checking the checkbox beside each employee’s name. Use the search bar in the modal to quickly locate specific employees if needed. Once you’ve selected all desired employees, click the “Include Selected Employee” button to add them to the category.
- Early Overtime Rule
- This tab is for employees who will follow a specific early overtime policy set by the company.
- Here, you can control how the employee’s early time-in will be counted and converted into overtime pay.
- You can set a range of minutes (e.g., From 1 minute to 30 minutes) and assign a fixed equivalent overtime value. To configure the rule, click Go to Attendance Rule. You will be redirected to another page.
Once redirected, open the Attendance Rule and scroll down until you see the Early Overtime Rules (Minutes) table.
Click + Add Rules and then Add New Row to create a new range.
In this table, you can define the conversion of early minutes into equivalent overtime pay:
- From – To: this is the range of early minutes rendered
- Early Overtime in Minutes / Decimal: this is the equivalent overtime value that will be credited
Important Note: When setting the To value (e.g., 30.99, 60.99), the .99 is important because it ensures that seconds are included in the computation. For example, if an employee times in at 30 minutes and 30 seconds early, it will still fall within the 1–30.99 range. Without .99, some time entries with seconds might not be counted correctly or may fall outside the intended range. Once you are done adding all the rules in the table, click Mass Save to apply the changes. After saving, go back to the Early Overtime tab in the Schedule Settings. Click Add Record, then select and add the employees who should follow the Early Overtime Rule you configured.
- Auto File
- In this tab, the system automatically files early overtime for employees.
- Once the system detects that an employee has logged in earlier than their scheduled shift and meets the minimum required minutes, it will; - Automatically create an early overtime request - Send it for approval
- This is based on the minimum early overtime minutes set in the Schedule Settings. You can enable the “Set as Default” option so that the Auto File rule applies to all employees automatically, without needing to configure each one individually.
Under this option, users can choose:
- Auto Early Overtime Approve – requests are automatically approved.
- Auto Early Overtime Pending – requests are sent for approval as pending.
E. Expected Output
- Early overtime feature is enabled
- Employees are assigned to correct categories
- Rules are applied based on configured ranges
- Early logs are tracked and processed correctly
- Auto filing works based on selected settings
Troubleshooting
- Early overtime not applied
- Check if feature is enabled and saved
- Rules not working
- Verify minute ranges and values
- Employee not included
- Confirm employee is added to correct process
- Auto filing not triggered
- Check minimum minutes and auto file settings
Notes
- Always set correct minimum minutes before enabling
- Use .99 in range to include seconds in computation
- Assign employees to correct configuration tab
- Review rules before saving
- Refresh system after enabling feature
- Early Overtime Rule is only applicable to Shift Employees