Overtime Filing#

When to use it#

File Overtime when an employee worked before or after the shift and the hours should be paid as overtime (and night differential if they fall between 10 PM and 6 AM). Do not file it for time inside the shift: those hours are ordinary work, and the form refuses a window that overlaps the shift.

• Worked past the end of the shift: file Late overtime, the window after the shift end.
• Came in early: file Early overtime, the window before the shift start. Once approved it is credited up to the time your punches show, like any overtime. The payroll group may add guidance on the form, a whole-unit suggestion or a warning that early time is not normally overtime (see What you see before you submit).
• Worked through the break: file Break overtime, a window inside the break. It is paid like any approved overtime.
• Worked with no time logs (off-site work, a client visit): do not file Overtime. File a Certificate of Attendance or Official Business form instead; its time beyond the shift counts as overtime in the same approval.
• Worked on a rest day: use Rest Day Work for the work shift's hours; Overtime is for time after that shift (overtime filed inside the work shift is refused).

Filing it#

Employees file from Dashboard → Request Panel → + and choose Overtime. If the My Attendance widget warns about overtime, Resolve opens the same form directly, already filled in: Late overtime from the shift end to your last time out (or Early overtime from your first time in to the shift start), sized to the overtime the system computed. You still review it and submit; while it waits for approval the warning shows Pending · Overtime. HR files from Manpower → Filings → Overtime Filing → File Overtime.

1. Pick the date
   The system checks that day's time logs and shift immediately. A card under the date shows the shift, for example Current shift with 9:00 AM – 6:00 PM · 8h work, 1h break.
2. Choose the category
   Late overtime (the default), Early overtime or Break overtime.
3. Check the times, filled in for you
   Time From and Time To are filled from the shift and the category. Adjust them if needed, or type the Hours and Minutes instead and the other end of the window moves to match. Then read the Regular OT Hours and Night Diff Hours banner to confirm the split.
4. Add a reason and press Submit
   The filing goes to the first approver in the chain.

There is no maximum number of overtime hours and no lead-time rule. Several filings on one day are fine as long as their time ranges do not overlap, for example a morning window and an evening window.

Overtime can always be filed, in every payroll group, including in advance for a day that has not happened yet. The same overtime hours cannot be filed twice: an Overtime filing that overlaps the overtime part of a Certificate of Attendance or Official Business form is refused as a conflict.

What you see before you submit#

How an Overtime filing is credited#

There is one rule for every payroll group. An Overtime filing can always be filed, in advance or after the work, and what is paid is the lower of the approved overtime and the overtime the employee's time logs back, worked out separately for regular overtime and night differential. Only the punches inside the filing's own time window count as backing (or inside an approved Certificate of Attendance or Official Business overtime window that can be credited): minutes punched before the shift, for example an early time-in, do not back an after-shift filing, and late minutes do not back an early (pre-shift) filing, which is backed by its own early punches. Before the day is over the filing shows as filed (under FA); once the day is over it is credited.

Employees who work without time logs, such as off-site work or a client visit, should file a Certificate of Attendance or Official Business form: its time beyond the shift counts as overtime and needs no punches, because the form is its own proof. Overtime filings made before this rule took effect, whether already approved or still pending, keep being credited as filed.

When the credited hours fall below the filing, the employee and the approver are always told (the notice reads that you filed a given amount but your punches within the filed time support a smaller one), and the employee is asked to file the excess when the punches are above it. A filing is no longer flagged Filed late; older filings keep the badge they already had. A team leader can file for a team member.

Approving it#

Approvers open the filing from the header bell, Manpower Dashboard → Manage Request, or the Overtime Filing list. The Filing Request dialog has two tabs, and the Time Logs tab is the one that matters for overtime.

1. Details tab
   Shows the employee, date and Overtime category (next to the date; filings made before categories existed show none), Time In / Time Out, Hours, Night Diff Hours, the reason and Actual Punches, the employee's real punches that day, so you can see at once whether they worked what they claim.
2. Time Logs tab
   Lists every punch for the day with who and how it was recorded, plus a summary of worked, break, late, undertime, overtime, OT for approval and night differential.
3. Approve or reject
   Approve (or Recommend, depending on your stage), or Reject with a required reason.

What approval changes#

The category is also shown on the filing's details page and on the request card. It does not change the rate: Break overtime is paid like any approved overtime. The employee being present through the break window counts as the punches for it, so nobody needs to clock out and in for the break.

The filing's hours move from FA (for approval) to APP (approved) on that day's row in Payroll Time Keeping and are added to the day's total.

When the approved hours and the punched overtime differ by more than a minute, the day is listed in Overtime Exceptions for someone to confirm or correct before the cut-off is submitted. The Payroll Center then pays the credited figure. A Certificate of Attendance or Official Business form that includes overtime also lands in APP on the same row, and the Overtime list shows those rows tagged with their source.

If a later shift change makes a pending overtime overlap the new shift, the filing is cancelled automatically and the employee is told to file again.

Changing or withdrawing it#

• Employee, while Pending: click it in the Request Panel to open its details, then press Edit (then Update) or Cancel Request. Editing restarts the approval from stage 1 and every check runs again.
• After approval: the original approver, someone senior to them, or a super admin can use Cancel Approval in the Filing Request dialog. A reason is required. The filing becomes Cancelled and the day is recomputed so the approved overtime disappears. The employee can never cancel their own approved overtime.

If the cut-off is locked#

An employee cannot file into a cut-off that has been submitted or processed. If a filing was already Pending when the cut-off locked and is approved afterwards, the approver sees Carry Over This Pay? with the amount and the next open cut-off it would land in.

• Carry Over the Pay: the locked cut-off is untouched; the overtime pay posts as an adjustment to the employee's next open cut-off.
• Do Not Carry Over: the filing is approved for the record only and nothing is paid forward. Use this if the filing is wrong and attendance should be corrected instead.

Cancel Approval on a carried-over filing first withdraws the carried pay. It is refused if that pay has already been posted in payroll. For a normal approved filing it works only while the cut-off is still in Time Keeping.

Common problems#

• Submit is greyed out. Look for a banner: no time logs, shift overlap or locked cut-off.
• Approved, but the day looks the same. The hours should show under APP and in Total. If they are still under FA, the filing is not approved yet; if the cut-off was locked, look for the carry-over in the next cut-off.
• OT hours differ from the filing in Time Keeping. C is what was punched, APP is what was approved; the gap is an Overtime Exception to resolve.
• The filing sits on hold. There is no approver for the stage (for example no immediate superior recorded). HR sees it in Manage Request → Needs attention.
• Early overtime shows less than expected. Check the approved filing: an early overtime filing is credited up to the approved hours and never more than the punches inside the filed window show, so the approver may have approved fewer hours than filed, or the employee punched in later than the filed start. The payroll group's early-overtime guidance (whole units, not normally overtime) only changes the note on the form, never the credited hours.
• Approved, but fewer hours were credited than I filed. Once the day is over, only the overtime your time logs back is credited. Check Raw Logs for your real time out, and that your punches fall inside the time window you filed; an early time-in does not back an after-shift filing. For work with no logs, file a Certificate of Attendance or Official Business form instead.
• The form is refused as a conflict with a Certificate of Attendance or Official Business filing. Its overtime part already covers those hours, and the same overtime hours cannot be filed twice.

Team leaders filing for their team#

A team leader (the employee's superior, or the first approver of their chain) can file overtime for a member of the team without any administrator permission. In the Overtime form, a Team member picker lists your team; leave it empty to file for yourself. The filing belongs to the employee and follows their approval chain, and it records that you filed it. Because you are the first approver, that step is approved at the moment you file; later stages, if any, still run. Leaders cannot auto-approve and cannot file other kinds of request this way.

How It Connects#