Auto Overtime Approval Methods

When you set up schedules, you can choose how your system automatically approves overtime. There are three simple methods to choose from, and you can find them under Settings (a) > Attendance (b) > Schedule (c) > Overtime (d).

Key Terms

a) Pre-Approved Overtime: Overtime that was authorized in advance, such as:

• Approved overtime requests
• Shifts assigned on Off Days, Rest Days, or Public Holidays
• Pre-approved Early/Late Overtime in the shift schedule

b) Actual Overtime: The extra hours an employee really worked, based on their clock-in and clock-out records.

Auto Overtime Approval Methods

1. Intersect Actual & Pre-Approved

This is the most precise method. It only approves the overtime hours that were both worked and pre-approved.

Think of it like comparing two lists:

• One list of hours the employee actually worked

• One list of hours that were pre-approved
  The system only approves the hours that appear on both lists.

Example:

• Pre-Approved: 11:00 AM – 19:00 PM

• Actual Worked: 11:27 AM – 21:00 PM

• Approved: The system only approves the hours that intersect between actual worked time and the pre-approved window: 11:27 AM to 19:00 PM.

Approved OT (overlapped time):

• 11:00 AM – 14:04 PM → 3h 04m

• 14:34 PM – 19:00 PM → 4h 26m

Total Approved OT: 3h 04m + 4h 26m = 7h 30m

Why not 14:04 PM – 14:34 PM or after 19:00 PM?

• 14:04 PM – 14:34 PM wasn’t worked and/or wasn’t within the pre-approved window.

• Time after 19:00 PM was worked but not pre-approved, so it’s excluded.

2. Actual Hours

This is the most straightforward method. The system approves all overtime based on the employee’s actual clock-in and clock-out times, regardless of whether it was pre-approved.

This method is best if you trust employees to accurately report their hours and want to approve any time they work beyond their schedule.

3. Pre-Approved Hours

This method approves overtime hours only if they were pre-approved. The system ignores the employee's clock-in and clock-out records entirely.

This is a good choice if you require all overtime to be authorized in advance, such as through a self-overtime request or assigning a shift on a day off. This prevents any unapproved hours from being paid.

We hope this explanation clarifies the matter. If you require additional assistance, do not hesitate to contact our support team.