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Apply for overtime on behalf of team members

Updated in May-2024 | Subscribe to watch greytHR how-to video

Overtime consists of the hours an employee works beyond the standard schedule defined in their employment contract. Managing overtime effectively is essential to prevent burnout and maintain its benefits. 

An overtime workflow is a system, organizations use to track and manage extra working hours, ensuring proper authorization, documentation, and payment. 

The Overtime Workflow page in the greytHR ESS portal displays all the overtime (OT) related information. The page allows you as managers to apply overtime on behalf of your team members. You can also withdraw, and view details of the overtime applications.

To view the My Overtime page, click Attendance > Attendance Info > My Overtime.

The following tabs appear on the page:

  • Apply - This tab allows you to 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 on behalf of your team members from this tab.

  • Pending - This tab displays the overtime applications that are initiated and pending for approval. You can view information such as Reviewer Name, OT Days, Applied OT Hours, Submitted On, and Reason for applying OT. The tab also allows you to withdraw or view details of the pending overtime applications. 

  • History - This tab displays the past records of information on overtime applications such as Reviewer Name, OT Days, Applied OT Hours, Submitted On, and Reason for applying OT. You can view the status of the closed overtime cards as Rejected/Approved/Withdrawn.

You can apply for overtime

  • On behalf of individual team members.

  • On behalf of multiple team members.

Apply for overtime on behalf of individual team members

To apply for overtime on behalf of the team members, perform the following actions:

  1. On the Overtime Workflow page, under Apply Overtime, select Apply On Behalf. The page displays the list of team members who are eligible for overtime.

  2. From the Attendance Period dropdown list, select the required period.

  3. From the Select Date Range calendar, select the required date range.
    Note: You can also filter the overtime records by employee ID/name using the search box available on the right side of the page.

  4. Select the required employee for whom you want to apply for overtime and click View More. The page displays the selected employee’s overtime details such as Monthly Threshold Balance, Quarterly Threshold Balance, OT hours, and Expired hours.

  5. From the Add CC dropdown list, select the employee to whom you wish to notify your overtime details.

  6. In the Remarks text box, enter the remarks.

  7. From the table, select the required date for which you want to apply for overtime by clicking the checkbox.
    Note: You can choose to apply for overtime with the total available hours, or divide them for separate submissions.

  8. In the Add/Remove column, enter the overtime hours.
    Note: You can view the overtime applied details by clicking the selected applied overtime hours under the Applied OT column.

  9. In the Reason column, enter a reason for the selected overtime date.

  10. Click Apply. A success message appears.

Apply for overtime on behalf of multiple team members

To apply for overtime on behalf of the team members, perform the following actions:

  1. On the Overtime Workflow page, under Apply Overtime, select Apply On Behalf. The page displays the list of team members who are eligible for overtime.

  2. From the Attendance Period dropdown list, select the required period.

  3. From the Select Date Range calendar, select the required date range.
    Note: You can also filter the overtime records by employee ID/name using the search box available on the right side of the page.

  4. Select all the team members’ overtime records using the checkboxes, if you want to apply for overtime for multiple team members. 

  5. Click Apply. The Submit pop-up appears.

  6. Click Confirm to apply for overtime on behalf of the team members.

Note

  • If a team member exceeds the monthly or quarterly threshold limit such overtime records are highlighted in pink. You can also download the report of such records.

  • You can withdraw, reject, and view the timeline of the overtime applications from the Pending tab.

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