Updated in November-2023 | Subscribe to watch greytHR how-to video
An overtime workflow is a structured process within an organization for managing and tracking employee overtime hours. It ensures that extra hours worked are appropriately authorized, recorded, and compensated. It also helps to control labor costs and maintain compliance with labor laws and company policies.
The Overtime Workflow page in the greytHR ESS portal displays all your overtime (OT) related information. You can apply, or withdraw the OT application and view details. You can also view a complete timeline of your overtime applications.
To view the My Overtime page, click Attendance > Attendance Info > My Overtime. The Overtime Workflow page opens.
Under the Apply tab, you can view the overtime-related information, such as Monthly Threshold Balance, Quarterly Threshold Balance, Clocked in OT hours, and Expired hours. You can also apply for overtime from the Apply tab. The overtime days are grouped weekly. Each group displays the number of days you have worked overtime in a week. You can also view the overtime policy applicable to you, the total number of OT hours you can apply for in a week, and the manager name to which you are applying the overtime application.
Overtime calendar displays the number of days you have worked overtime in a month. Legends are as follows:
Grey: Expired overtime.
Green: Overtime already applied or availed (already approved by managers).
Orange: Overtime not yet applied
Light Blue: Overtime applied, but not yet submitted for approval.
Each overtime card displays the following information:
From: The Swipe In time and Date
To: The Swipe Out time and Date
Excess hours: Total number of hours you worked in excess of your shift timings.
Eligible OT: The number of OT hours you are eligible to apply for based on the OT policy.
Applied OT: If you or the HR admin has applied for any overtime in the past.
Applicable OT: The number of OT hours that you can apply.
Daily limit: The total number of hours that you can apply daily based on the OT policy.
Reason: Reason for working overtime on the selected date.
To apply for overtime, perform the following actions:
Select the overtime dates from the calendar to choose the dates individually. You can also click Quick ADD to instantly add all the exception days for which you have worked overtime hours. Under Jump To, click on any date to enter the reason for overtime for that particular date. The selected dates display under the Apply tab along with the name of your reporting manager.
In the Remarks text box, enter remarks about your overtime request. This is a mandatory field.
Click + and select the employee to add any employee for whom you wish to notify the details of your regularization.
In the Reason text box, enter the reason for working overtime for the selected day.
Click Submit to apply for overtime. Your request is sent to the manager.
The Pending tab displays the overtime applications initiated by an employee; however, is in the pending state for the next level reviewer to approve. The records display information such as Reviewer Name, OT Days, Applied OT Hours, Submitted On, and Reason for applying OT. The Pending tab also allows you to withdraw or view details of your pending overtime applications.
To view the details of a pending overtime application, click a particular application to select the application.
Click View Details to see the details of your selected application. The View Details page opens, displaying all the related overtime details along with a complete timeline of your application.
You can also withdraw your overtime application from the View Details page. Click Withdraw to pull back your overtime request. Click Cancel to go back to the Pending tab.
Note: You can also track your pending request from ESS Home > Track > Overtime.
To withdraw a pending overtime application, click a particular application to select the application.
Click Withdraw to pull back your overtime request. Withdraw Request pop-up appears.
Click Confirm to approve your withdrawal request.
The History tab displays the past records of your overtime applications. The records display information such as Reviewer Name, OT Days, Applied OT Hours, Submitted On, and Reason for applying OT. You can view the details of your closed/withdrawn regularizations. The OT applications can display the Status as Rejected/Approved/Withdrawn.
To view closed/withdrawn overtime applications, perform the following actions:
To view the history of your overtime applications, click a particular application to select the application.
Click View Details to view the details of the selected application. The View Details page opens, and you can view the details of your selected application.
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