Overtime Management

Request overtime assignments, view overtime schedules, and understand overtime compensation.

Quick Access

Note: Overtime request feature requires HR_OVERTIME_REQUEST to be enabled.

For Employees

Requesting Overtime

1. Go to HR → Overtime Requests
2. Click + New Overtime Request
3. Complete the form:
   • Date - When overtime will be worked
   • Hours - Expected overtime hours
   • Reason - Why overtime is needed
4. Submit for approval

[Screenshot: overtime-request-form]

Overtime Types

Viewing Overtime History

1. Go to your Timesheet
2. View OT Hours column
3. See overtime per day worked

Understanding Overtime Rates

Overtime compensation varies by:

• Weekday OT - Standard overtime rate
• Weekend OT - Higher rate for rest days
• Public Holiday OT - Premium rate for holidays

Actual rates depend on your organization's policy and employment contract.

For Managers/HOD

Managing Team Overtime

Managers may need to:

1. Pre-approve overtime for projects
2. Review actual overtime worked
3. Ensure overtime stays within budget

Overtime Approval

If overtime requests require approval:

1. Review pending overtime requests
2. Consider:
   • Business necessity
   • Employee's total hours
   • Budget constraints
3. Approve or reject with comments

For HR Admin

Processing Overtime Requests

1. Go to HR → Overtime Requests (/hr/hr-overtime-requests)
2. View all pending requests
3. Review and process:
   • Verify business justification
   • Check employee eligibility
   • Approve or reject

[Screenshot: overtime-requests-admin]

Overtime Schedule Calendar

For scheduled/rostered overtime:

1. Go to HR → Overtime Schedule Calendar (/hr/overtime-schedule-calendar)
2. Plan overtime assignments:
   • Select employees
   • Assign overtime shifts
   • Set overtime hours

[Screenshot: overtime-schedule-calendar]

Overtime Settings

Key settings affecting overtime:

Overtime in Payroll

Overtime flows to payroll:

1. OT hours recorded in timesheet
2. Rate calculated based on settings
3. Included in payroll processing
4. Appears on payslip under earnings

Overtime Calculation Deep Dive

Understanding how the system calculates overtime is essential for HR administrators and managers.

The Overtime Formula

The system calculates overtime using a multi-step process:

Step 1: Calculate Raw Overtime
─────────────────────────────
Before Shift OT = ShiftClockInTime - ActualClockInTime (if positive)
After Shift OT  = ActualClockOutTime - ShiftClockOutTime (if positive)
Raw Overtime    = Before Shift OT + After Shift OT

Step 2: Apply Buffers
─────────────────────
If Before Shift OT < OvertimeClockInBuffer → Before Shift OT = 0
If After Shift OT < OvertimeClockOutBuffer → After Shift OT = 0

Step 3: Block/Round the Overtime
────────────────────────────────
Chunked Overtime = Block(Raw Overtime, BlockMode, MinuteBlock)

Step 4: Calculate Earnings
──────────────────────────
Overtime Earned = OvertimeHourlyRate × Chunked Overtime Hours

Real-World Example: Standard Overtime

Employee: Azman Bin Hussin Date: January 9, 2026 Shift Template: "7.30AM" (07:30 - 16:00)

Actual Attendance:

• Clock In: 07:18 (12 minutes early)
• Clock Out: 18:05 (2 hours 5 minutes after shift)

Calculation:

Raw OT After = 18:05 - 16:00 = 2:05:00 (125 minutes)
Buffer Check = 125 min > 30 min buffer ✓ (OT counts)
Block Rounding = Floor(125 / 60) × 60 = 120 minutes = 2:00:00
Hourly Rate = RM 13.08
Overtime Earned = RM 13.08 × 2.0 hours = RM 26.16

Result: 2:00 paid overtime, RM 26.16 earned

Overtime Strategy Options

The shift template defines how overtime rates are calculated. Three strategies are available:

DailyPayFactor Strategy

Calculates overtime based on the daily wage rate.

Example:

• Daily Wage: RM 100.00
• Working Hours: 8
• Hourly Rate: RM 100 ÷ 8 = RM 12.50
• OT Factor: 1.5×
• For 2 hours OT: RM 12.50 × 1.5 × 2 = RM 37.50

Fixed Strategy

Uses a fixed rate per overtime hour, regardless of base salary.

Example:

• Fixed OT Rate: RM 15.00/hour
• For 2 hours OT: RM 15.00 × 2 = RM 30.00

BasicSalaryPayFactor Strategy

Calculates overtime based on the employee's basic monthly salary.

Example:

• Basic Salary: RM 3,000
• Working Days/Month: 22
• Hours/Day: 8
• Hourly Rate: RM 3,000 ÷ 22 ÷ 8 = RM 17.05
• OT Factor: 1.5×
• For 2 hours OT: RM 17.05 × 1.5 × 2 = RM 51.15

Overtime Calculation Methods

The OvertimeCalculation enum determines how overtime earnings are computed:

Custom Script Example

Some organizations require specialized OT calculations. The OvertimeScript property allows custom logic:

// Example: Cap overtime at 2 hours per day
if (ot is null) return null;
var minutes = Convert.ToDecimal(Math.Ceiling(ot.Value.TotalMinutes));
var maxMinutes = 120m; // 2 hours max
return Math.Min(minutes, maxMinutes) * hourlyRate / 60m;

Note: Custom scripts require technical expertise. Contact your system administrator for setup.

Buffer Settings Explained

Buffers prevent minor time variations from affecting overtime calculations.

OvertimeClockOutBuffer

Purpose: Minimum minutes after shift end before overtime starts counting.

Example with 30-minute buffer:

• Shift ends: 17:00
• Clocked out: 17:25 → No OT (under buffer)
• Clocked out: 17:45 → OT counts from 17:00 (45 min raw)

OvertimeClockInBuffer

Purpose: Minimum minutes before shift start before overtime starts counting.

Example with 15-minute buffer:

• Shift starts: 09:00
• Clocked in: 08:50 → No OT (10 min < 15 min buffer)
• Clocked in: 08:30 → OT counts (30 min > 15 min buffer)

Block Modes: Floor vs Ceiling

Overtime can be rounded using two modes:

Floor Mode (Round Down)

Pays only for complete blocks. More conservative for the employer.

Ceiling Mode (Round Up)

Pays for any partial block. More generous for employees.

Common Block Sizes

Special Overtime Scenarios

Pre-Shift Overtime

When AllowOvertimeBefore is enabled, time worked before the shift starts counts as overtime.

Configuration:

• AllowOvertimeBefore: true
• OvertimeClockInBuffer: 15 (optional)

Example:

• Shift: 09:00 - 18:00
• Clock In: 07:30
• Pre-shift OT: 1:30

Public Holiday Overtime

When IsPublicHoliday is true:

• If PublicHolidaySeparateOvertime: false → All worked hours count as OT
• If PublicHolidaySeparateOvertime: true → Only hours beyond shift are OT

Deduct Overtime If Late

When DeductOvertimeIfLate is enabled, lateness is subtracted from overtime.

Example:

• Shift: 09:00 - 18:00
• Clock In: 09:30 (30 minutes late)
• Clock Out: 19:00 (60 minutes after shift)
• Deducted OT: 60 - 30 = 30 minutes net OT

Overtime Thresholds and Caps

Minimum Hours to Qualify

Some organizations require minimum working hours before overtime is paid:

Overtime Caps

Organizations may limit overtime:

• Daily maximum hours
• Weekly maximum hours
• Monthly cap for budgeting

Common Tasks

Submit Overtime Worked Yesterday

1. Go to Overtime Requests
2. Click + New
3. Select yesterday's date
4. Enter hours worked beyond shift
5. Provide reason
6. Submit

Check Monthly Overtime

1. Go to My Timesheet
2. Select the month
3. Sum the OT Hours column
4. Or check payslip for OT earnings

Understand Overtime on Payslip

Your payslip may show:

• OT hours worked
• OT rate applied
• OT earnings amount
• Breakdown by OT type (weekday/weekend)

Enable PAYSLIP_SHOW_OVERTIME_DETAILS setting to show detailed breakdown.

Tips

1. Request in advance - Pre-approved overtime is easier to process than after-the-fact claims
2. Track your hours - Keep personal record of overtime worked
3. Check caps - Be aware of monthly overtime limits to avoid unpaid hours
4. Understand your buffer - Know your organization's buffer settings to plan OT

See Also

• Attendance & Timesheets
• Penalties & Deductions
• Shift Templates
• Calculation Examples
• Payroll Overview