Overtime
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| Overtime Types |
| Submit Overtime |
| Approving Overtime |
| Approving Overtime via Mobile |
| Submit Overtime via Mobile |
Overtime FAQs
How can I submit Overtime?
Overtime on WhosOffice allows your staff to request Overtime with either Paid Time or Lieu Time to be added onto their account / allowances for days that they have worked when they weren't originally set to. To submit Overtime you can,
- From the Overtime Menu click Submit Overtime
- Select the User drop-down box to find the required person (ignore if you are requesting for yourself)
- Select the required Overtime type
- Choose the Date and Times of the request.
- You can then enter any Notes that may be relevant, click Submit Overtime.
As Overtime is separate from Leave in the system, you have the ability to setup different Approvers for your Leave and Overtime. Therefore upon submitting the Overtime request, it will be sent off to your Approver that has been setup for your Overtime.
The Approver will also have the ability to adjust the amount of Lieu / Paid Time that is to be applied to the staff member on approval.
How many different Overtime Types are there and can I create more?
You can have as many Overtime Types as you feel you need, each Overtime Type can be customised to better suit the way that your company works. To setup an Overtime Type you can,
- From the Overtime Menu click Overtime Types
- Click Create New Overtime Type
- Enter the Code and the Name
- Select which Reimbursement you wish to have Allowance or Paid (with/without lookup)*
- Choose the Overtime Rate, if applicable
- If Allowance was chosen as the Reimbursement select the Allowance Pot to attribute to.
- Click Save
(*) The Reimbursement type can be 1 of 4 options, Allowance, Allowance by lookup, Paid or Paid by lookup. Allowance reimbursement type will allow the staff member to request Time in Lieu along with the Overtime request and the Paid reimbursement will show on the staff members report details of how much could be paid to that person for completing the Overtime.
THE APPROVALS TAB
The Approvals Tab allows you to set what level (if any) of Approval is needed for this Overtime. You can also setup which emails and notifications will be sent out to who.
THE OPTIONS TAB
The Options Tab allows you to set whether the Overtime requires Notes and when to submit the Notes e.g. On Request and Approval.
THE RATES TAB
The Rates tab allows you to set the specific increments this overtime can be requested in, for example if I enter the following rates:
Work rate - 4 hours | Reimbursement rate - 0.5 Days
Work rate - 8 hours | Reimbursement rate - 1 Day
Then staff will only get to select a duration of 4 hours or 8 hours when submitting this overtime (and have the corresponding allowance given back).
THE GROUPS TAB
The Groups Tab allows you to set which Groups have access to the Overtime Type and what permissions they have. For example, you can set some Groups to be able to See the Overtime Type but not Request it.
History (Log)
Allows you to keep track of any changes made to the Overtime Type, along with who made the change and when it was changed. You can refer to this page when enquiries are made about the Overtime Type.
How do I set up the system for staff to claim time in lieu?
If your company allows staff to request time in lieu, there are a few steps you will need to follow to prepare the account for lieu time to be requested, and then used as time off. In short, these are:
- Create at least one overtime type
- Adjust the user roles to allow relevant staff to request and/or approve overtime
- Assign each user an overtime approver
- Ensure staff have a time in lieu allowance pot - overtime requests will replenish this pot, and leave requests will deduct from it.
To create an overtime type;
- From the Overtime menu, click Overtime types
- Click on Create new Overtime type
- Enter a Code and Name for the overtime
- Set the reimbursement to Allowance
- Set the Unit available as Hours
- Enter the rate (for example a rate of 1 will give the staff 1 hour of lieu time for every hour of overtime worked)
- Set the Allowance pot to Time off in Lieu
- Click Save
- On the left, click the Approvals tab and select the relevant level of approval for this overtime type
- On the left, click the Groups tab and assign permissions for each group, which determine whether staff can request or see this overtime type
For more detailed information on overtime type settings, please see the related knowledgebase article.
To update the user roles so that users with a particular role can access overtime;
- From the Settings menu click User roles
- Click on the Staff or Approver role
- Click on the Permissions tab and go the Overtime section
- If users with this role should be able to request overtime, set View / request overtime to Yes
- If users with this role should be able to approve overtime, set View pending overtime to Full access
- Click Save
Staff can either be assigned overtime approvers individually (via Settings > Users > Overtime approvers) or in bulk - the bulk set approver article explains how to ue this tool.
Finally, you will need to create an empty time in lieu allowance pot for any users that will be requesting time in lieu. The easiest way to do this is using the Bulk Allowances page;
- From the Leave menu click Bulk allowances
- On the left, select the Group that you want to affect and the Time off in Lieu allowance pot
- Choose the year the pot will be for (you will need to repeat this process every year)
- After clicking Load records, you will see a list of the staff in the selected group
- On the right hand side, select the function Create allowances and the relevant Unit (this must match the unit of the related overtime type and leave type)
- You can leave the Allowance value blank, as the pot will be empty, and then click Submit
Once all the above steps are complete, your account will be ready for staff to start requesting lieu time via the Overtime section. Don't forget, you will also need a corresponding leave type for them to use up the lieu time they accrue, however there is a Time off in Lieu leave type that the system creates by default that you could use.
Below are some common mistakes, and their causes:
Staff cannot see overtime/leave type in the dropdown when requesting overtime/leave - The user's allowance pot may not match the unit of the overtime/leave type (e.g. the overtime type grants Hours while the allowance pot is in Days)
Approvers cannot approve a pending overtime request from their staff - The approver may not be able to see the overtime type, this is determined by the 'Groups' permissions within the overtime type settings