Configure overtime
Set the overtime rules used to calculate employee attendance and overtime.
This training manual provides a step-by-step guide on how to set overtime in the HRIS + Payroll system. Enabling this feature allows employees to log overtime work after their scheduled shift, ensuring accurate tracking and payroll processing.
Purpose
To help users:
- Enable overtime functionality in the system
- Define overtime rules and policies
- Assign overtime eligibility to employees
- Automate overtime filing and approval
- Ensure accurate overtime computation and payroll processing
Prerequisites
- Access to the HRIS + Payroll system
- Permission to access Schedule Settings
- Employee profiles are already created
- Attendance rules are configured
Step 1: Navigate to the Schedule Module
To begin setting of 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 Overtime
In the Schedule Setting, scroll down until you find the Enable Overtime checkbox. Click the checkbox to enable the feature. Enter the minimum minutes below the Enable Overtime checkbox. Only work done equal to or longer than this time before the shift counts as overtime. After setting the minutes, click Save to apply the changes.
Once enabled in Schedule Settings, press Ctrl + F5 on your keyboard. Overtime module will now be accessible and applicable to employees. The feature will appear in the settings, allowing you to configure policies and monitor overtime in employee records.
Step 4: Configure Overtime
After enabling Overtime, you can now assign how it will apply to employees:
- No Overtime
- This tab is for employees who are NOT allowed to have overtime.
- Any employee added to this tab will not be eligible for overtime, even if they render work beyond their scheduled time. 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.
You may enable the Set as Default option if you want this rule to automatically apply to all newly added employees in the system.
- Overtime Rule
- This tab is for employees who will follow a specific overtime policy set by the company.
- Here, you can control how the employee’s work rendered beyond their scheduled time 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 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 minutes into equivalent overtime pay:
- From – To: The range of overtime minutes worked (e.g., 1–30 minutes)
- Overtime in Minutes / Decimal: The overtime pay value that will be given for that range
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 Overtime tab in the Schedule Settings. Click Add Record, then select and add the employees who should follow the Early Overtime Rule you configured.
You may enable the Set as Default option if you want this rule to automatically apply to all newly added employees in the system. 3. Auto File
- In this, the system automatically files overtime for employees.
- Once the system detects that an employee has rendered work beyond their scheduled shift and meets the minimum required overtime minutes, it will: • Automatically create an overtime request • Send it for approval This is based on the minimum 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 Overtime Approve – requests are automatically approved.
- Auto Overtime Pending – requests are sent for approval as pending.
- Specific Minimum Minutes Click the Specific Minimum Minutes tab.
In this tab, you can set the minimum number of minutes required before overtime will be considered. The displayed value (e.g., Overtime Minimum Minutes: 60) means that an employee must render at least 60 minutes of overtime before it will be counted and processed. If the rendered overtime is below the minimum, it will not be considered as overtime. You may enable the Set as Default option if you want this rule to automatically apply to all newly added employees in the system. To assign employees:
- Click the + Add Record button
- Select the employees from the list
- Click Include Selected Employees
- Click Close to return to the table The selected employees will now follow the defined minimum overtime minutes. To remove an employee, click the trash icon under the Action column.
Expected result
- Overtime feature is successfully enabled
- Employees are assigned to the correct overtime configuration
- Overtime rules are properly defined and applied
- Overtime is computed based on configured rules and minimum minutes
- Auto filing (if enabled) generates overtime requests automatically
- Only valid overtime (meeting minimum requirements) is processed
Troubleshooting
- Overtime not reflecting
- Check if there is an overtime request filed and verify if it is approved or still in pending status
- Employee not eligible for overtime
- Employee is under “No Overtime” tab
- Overtime not computed correctly
- Incorrect overtime rule or minute range setup
- Overtime not filed automatically
- Auto File not enabled or minimum minutes not met
- Employee not included in configuration
- Employee not added to the correct tab
- Overtime below minimum not counted
- Does not meet Specific Minimum Minutes requirement
Notes
- Overtime is only applied to employees assigned in the correct configuration tab
- Minimum minutes act as a threshold before overtime is counted
- Use Set as Default to automatically apply settings to new employees
- Use .99 in minute ranges to include seconds in computation
- Auto File helps reduce manual filing of overtime requests
- Always click Mass Save after making changes
- Refresh the system (Ctrl + F5) after enabling overtime to ensure changes take effect