Employee Overtime
Employee Overtime is where overtime hours become money. You list the men, the hours and the overtime category, and on save the screen works out what each man's hours are worth and raises the payment for that pay period by itself.
What it is for
An hour of overtime is worth a different amount to every man on the factory floor, because it is worked out from his own salary. Doing that by hand for two hundred men is a day's work and a month's arguments.
This screen does the arithmetic. You give it hours. It takes each man's pay rate and his recurring wages, works out what one hour of his time is worth, multiplies by the category's rate, rounds the result the way the overtime policy says to round it, and writes the payment.
The payment it writes is an Employee Additional Payment Or Deduction document for the pay period, which the screen releases itself. You do not have to go and approve it. When the payroll for that period runs, the overtime is already sitting there as a periodic item.
If the client has hundreds of men to do every month, do not type them in here. Use Process Overtime, which fills this screen in bulk from the attendance sheet or from approved overtime requests.
One behaviour worth knowing at implementation. Where the client's Time Management setting says overtime comes from approved requests, this screen also stamps the hours onto the man's attendance row for that day, so the attendance record and the pay agree. It will not create an attendance row that does not exist. So a man paid overtime for a day he has no attendance row for is paid correctly and is missing from the overtime reports, which read attendance. Process Overtime names those days in its response when it runs.
Every field, in plain words
Basic Data
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Transaction | The document number | PYEO-000087 | Required. It numbers itself |
| Transaction Date | The date the document is raised | 02 Jan 2026 | Required. This is the date of the paperwork, not the date the overtime was worked |
| Pay Cycle | Which payroll cycle this overtime is paid in | MONTHLY | Required. Pick it from the Payroll Cycle list |
| Pay Period | Which period of that cycle | DEC-2025 | Required. Pick it from the Payroll Period list. A period name only identifies a period inside its own cycle, so set the cycle first |
| Pay Scale | Restrict the document to one pay scale | Grade 2 | Optional. Pick it from the Pay Scale list |
| Pay Area | Restrict the document to one pay area | Factory | Optional. Pick it from the Pay Area list |
| Criteria | The saved criteria used when the screen pulls employees in | Leave it empty | Optional. Only use it if the client has criteria set up |
| Notes | Anything the next person needs to know | December overtime, weaving shed | Optional, and worth filling |
Over Time Details
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Line # | The line number | Fills itself | Leave it |
| Employee | Who worked the hours | Zubair Ahmed | Required. Pick him from the list |
| Name | The employee in words | Zubair Ahmed | Fills itself. Leave it |
| Quantity | The hours worked | 6.5 | Hours, not days. Half hours are allowed |
| Over Time Category | Which kind of overtime this is | OT-NORMAL | Pick it from the Overtime Category list. The category carries the rate multiplier, so a Sunday at double time is a different category from a weekday at time and a half |
| Over Time Date | The day the hours were worked | 21 Dec 2025 | Put the real date. It must fall in the pay period, and it is the date used to stamp the hours onto his attendance |
| Line Text | A note for this line | Order shipment, weaving | Optional |
There is no rate column and no amount column. Both are worked out on save and you cannot override them. If the amount comes out wrong, the cause is the man's pay rate, his recurring wages, the category's multiplier, or the rounding on the overtime policy - not this screen.
How to configure it
- Make sure the overtime categories exist, each with the right multiplier, and that the employees' policy profiles name an overtime policy. Without a policy the screen has no rounding rules and no categories to fall back on.
- Make sure every man you are about to pay has a current Recurring Payments and Deductions record. The hourly value is worked out from it.
- Open the screen. Set the Transaction Date to today.
- Set the Pay Cycle, then the Pay Period. Setting them in that order matters, because a period name repeats across cycles.
- Optionally set Pay Scale and Pay Area to keep the document to one group.
- Add one line per man per overtime day. Pick the employee, type the hours, pick the overtime category and set the date the hours were worked.
- Save. The screen prices every line and raises the payment document for the period by itself.
- Open Employee Additional Payment Or Deduction for that period and check the amounts before you run the payroll.
Scenarios
Two hundred men worked overtime in December and we are not typing them in
Use Process Overtime. It reads either the attendance sheet's overtime hours or the approved overtime requests, depending on the client's Time Management setting, and creates this document for you.
A Sunday is paid at double time and a weekday at time and a half
Two overtime categories, each with its own multiplier, set up once on Overtime Category. On this screen the Sunday hours go on a line with the Sunday category and the weekday hours on a line with the weekday category. Do not try to double the hours instead - the amount and the hours both print, and doubled hours look like a man who worked sixteen hours in a day.
The overtime was paid but the overtime report does not show it
That man has no attendance row for that date. The screen stamps hours onto an attendance row that exists and will not create one. The pay is right. The report reads attendance, so it is blind to the day. Either the attendance for that day was never produced, or the overtime date is wrong.
We paid the wrong hours
Delete the document and raise it again. Deleting it removes the payment document it raised and removes the hours it stamped on attendance, so nothing is left behind. Do this before the payroll for the period is run - once the men on it have been picked up by a payroll the payment document cannot be deleted.
What it is connected to
- Needs Overtime Category, Pay Rate, the Payroll Cycle and its periods, and the employees' Recurring Payments and Deductions records.
- Writes an Employee Additional Payment Or Deduction document and releases it.
- Process Overtime creates documents here in bulk.
- Stamps overtime hours onto the Time Management attendance record for the day, where the client's setting says overtime comes from approved requests. See Payroll Attendance.
- Payroll pays it as a periodic item.
If something looks wrong
- "The amount came out far too low" - the man has no pay rate on his policy profile, or his recurring record does not cover the period, so there is nothing to price his hour against.
- "The pay period list is empty" - no Pay Cycle is set yet, or that cycle has no periods defined.
- "Everyone's overtime is rounded to the rupee and the client wants paisa" - that is the rounding precision on the overtime policy, not this screen.
- "We cannot find the payment" - look in Employee Additional Payment Or Deduction for the same pay period. That is where this screen writes it.