Managing Overtime

This job aid explains how to approve or deny overtime from the timecard.

About Overtime

Overtime — sometimes called premium time — is a span of worked time that causes a change in pay. Activities related to these spans are flagged in the employee's hourly timecard:

— Overtime is reviewed or approved. The tooltip provides additional information.

— Overtime is pending. The tooltip provides additional information.

Depending on your access rights, you can review, approve, partially approve, or deny overtime. You can also add a comment and note to your overtime action. Overtime approvals, denials, and resets can be done individually or by group.

Reviewing Overtime

1. Right-click the day that contains the overtime indicator. The Date Actions glance opens, displaying the date and state of the overtime: Overtime [Pending]  or Overtime [Reviewed] .
2. Below that are the available actions:

Approve Overtime or Review Overtime .

3. Click Review Overtime. The Review Overtime panel opens and displays the approved and denied overtime. You can review the overtime approval or denial, but you cannot change it in this panel.
4. Click OK to return to the main timecard or, if you need to change something, click Reset to return the overtime to a pending state and repeat the approval or denial process.

Approving or Denying Overtime

The way that you approve overtime differs depending on whether you are using the table view or the list view.

Table view

1. Right-click the day that contains the overtime indicator. The Date Actions glance opens, displaying the date and state of the overtime: Overtime [Pending] or Overtime [Reviewed] or both. 
   
   
2. Click Approve Overtime. The Approve Overtime panel opens with the following information:
   • Overtime Date — The date of the overtime request appears. You cannot change the date
   • Pending Overtime  — The amount of the overtime in hours and minutes
   • Time Spans — The overtime spans in "From" and "To" format, for example, From 6:30 AM To 8:00 AM. Opposite each time span is an Approve check box. If necessary, you can change the times within each time span, but you cannot increase the spans.
   • Add Comment — Enables you to add comments and notes about the overtime.

3. From here you can approve or deny all or part of each time spans:
   • To approve the overtime, select the Approve check box next to the applicable time span.
   • To deny the overtime, clear the Approve check box next to the applicable time span.
   • To approve or deny part of a time span, change the "From" or "To" entries and then select or clear the Approve check box. You cannot increase the timespans.
     
     
4. To add a comment click Add Comment. and do the following:
   1. Click the down arrow in the Select a Comment drop-down and select a comment. Repeat this action to add multiple comments.
   2. If necessary, enter a note.
   3. Click Add. To add more notes, click Add Another Note and enter the note.
      
      
5. When finished, click Apply. To cancel all edits and return the overtime to the Pending state, click Reset.

The timecard is updated as follows:

• The Overtime indicator in the Date cell changes and turns green and Overtime Reviewed along with the date appear in the tooltip.
• The Comments indicator displays in the Date cell if you added comments and notes.
• Approval and denial actions are recorded in the Totals tab.

List View

1. Select a day with the warning indicator.
2. In the panel, select More next to Overtime Pending.

The Approve Overtime panel opens with the following information:

• Overtime Date — The date of the overtime request appears. You cannot change the date.
• Pending Overtime  — The amount of the overtime request.
• Time Spans — The overtime spans in "From" and "To" format, for example, from 6:30 AM To 8:00 AM. Opposite each time span is an Approve check box.
• Add Comment — Enables you to add comments and notes about the overtime.

3. From here you can approve or deny all or part of each time spans:
   • To approve the overtime, select the Approve check box next to the applicable time span.
   • To deny the overtime, clear the Approve check box next to the applicable time span.
   • To approve or deny part of a time span, change the "From" or "To" entries and then select or clear the Approve check box. You cannot increase the timespans.
     
     
4. To add a comment, select Add Comment and do the following:
   1. Select the down arrow in the Select a Comment drop-down and select a comment. Repeat this action to add multiple comments.
   2. If necessary, enter a note.
   3. Select Add. To add more notes, select Add Another Note and enter the note.
      
      
5. When finished, select Apply.

The timecard is updated as follows:

• The Overtime indicator in the Date cell changes and turns green and Overtime Reviewed along with the date appear in the tooltip.
• The Comments indicator displays in the Date cell if you added comments and notes.
• Approval and denial actions are recorded in the Totals tab.