Overtime Request

Overtime authorised before or after the fact, with the hours, the kind of day and the rate on each line. On a client that switches this on, these approved requests are the only overtime payroll will pay.

Where

Time Management › Transactions › Overtime Request

Who uses it

The supervisor or the employee, approved by a manager

When

In the period the overtime was worked, before payroll is run

Needs first

Take Overtime From Approved Requests on Time Management Setting

What it is for

There are two honest ways to pay overtime and a client has to pick one.

From the attendance hours. Whatever a man worked beyond his shift is overtime, worked out from his overtime policy. Nobody asks and nobody approves. It suits a plant that pays every extra hour.

From approved requests. Overtime is paid only when somebody authorised it, on this screen. It suits a company where overtime is a cost to be controlled rather than a consequence of staying late.

The choice is Take Overtime From Approved Requests on Time Management Setting, and it is one choice for the whole company. Ticked, payroll takes approved overtime requests and ignores the hours on the attendance lines. Unticked, this screen can still be used as a record but payroll will not pay from it. Never both, so an hour cannot be paid twice.

Each line names the kind of day the overtime was worked on, because an hour on a rest day is not worth the same as an hour on a Tuesday. The rate multiplier on the line is what turns the hours into money, and where the client's rates are standard it comes from the day type rather than being typed.

The screen also carries the wage type the overtime is paid under and a flag saying whether it has been taken into payroll yet. That flag is what stops a request being paid in two consecutive months.

Every field, in plain words

Basic Data

Field	What it means	What to put in it	Notes
Transaction	The document number.	Fills itself. Leave it.
Transaction Date	The date the request is made.	31-Mar-2026	Required.
Employee	Who worked the overtime.	EMP-0142	Required. Pick from the list. One request per person.
Name	Their name.	Imran Shahid	Fills itself. Leave it.
From Date	The first day the request covers.	01-Mar-2026	Required. Keep a request inside one pay period.
To Date	The last day it covers.	31-Mar-2026	Required.
Total Hours	The overtime hours on the whole request.	Fills itself from the lines. Leave it.	Read it before approving. It is the figure the money follows.
Reason	Why the overtime was needed.	Export shipment for Al-Karam, loading completed over three nights	Required. "Overtime" is not a reason, and an approver who is given nothing better will stop reading them.
Status	Where the request has got to.	Fills itself from the approval. Leave it.
Approved By	Who approved it.	Fills itself on approval. Leave it.
Approved Date	When it was approved.	Fills itself on approval. Leave it.
Wage Type	Which wage type the overtime is paid under.	The overtime wage type	Pick from the list. It decides where the amount appears on the payslip.
Posted to Payroll	Whether payroll has already taken this request.	Fills itself. Leave it.	A posted request is not taken again. This is what stops the same hours being paid twice.
Remarks	Anything else.	Approved by GM Production in the weekly meeting

Details

One line per day of overtime.

Field	What it means	What to put in it	Notes
Line #	The line number.	Fills itself. Leave it.
Over Time Date	The day the overtime was worked.	14-Mar-2026	Required on every line.
From Time	When the overtime started.	17:30	Fill it. It is how an approver checks the hours are possible against the man's shift.
To Time	When it finished.	21:30
Overtime Hours	The hours claimed for that day.	4	Required. Claim the hours worked, not the hours multiplied. The multiplier is a separate column and doing it twice is the commonest overtime dispute.
Overtime Type	What kind of day it was.	NORMAL	Required. The four values are below.
Rate Multiplier	What one of those hours is worth against the ordinary hourly rate.	2 for a rest day	It follows from the day type and the client's policy. Pakistani manufacturing commonly pays single or one and a half on an ordinary day and double on a rest day or a public holiday.
Remarks	A note on the day.	Container loading, gate 2

The Overtime Type values:

• NORMAL Normal Day - overtime on an ordinary working day, beyond the shift.
• RESTDAY Weekly Rest Day - he came in on his day off. Usually the highest paid kind after a public holiday. If the client would rather give the day back than pay it, that is a Comp Off Request and not this screen.
• HOLIDAY Public Holiday - a holiday from his calendar, worked.
• NIGHT Night Shift - overtime worked on a night shift, where the client pays a different rate for it.

How to configure it

1. Settle the policy question first. Tick Take Overtime From Approved Requests on Time Management Setting if the client wants overtime authorised. Leave it unticked if they pay every extra hour.
2. Agree the multipliers per day type with the client and write them down, because they will be typed on lines by supervisors.
3. Create the overtime wage type on the payroll side so there is something to pick in Wage Type.
4. Set up the approval so a request reaches a manager who can refuse it. An overtime approval nobody can refuse is not a control.
5. At the end of the period the supervisor opens the screen, picks the Employee, sets From Date and To Date to the period, and writes a real Reason.
6. He adds one line per day, with the times, the Overtime Hours actually worked, the Overtime Type and the Rate Multiplier.
7. He checks Total Hours, picks the Wage Type, saves and sends it for approval.
8. The manager approves it. Payroll then takes it, and Posted to Payroll turns to say so.

Scenarios

"Overtime should only be paid if a manager asked for it"

Tick Take Overtime From Approved Requests. From that point the hours sitting on attendance lines are ignored for pay and this screen is the only source. Tell the client plainly, because a supervisor who keeps typing hours on attendance lines will be confused when nothing is paid.

"The men came in on Sunday to finish a shipment"

One line per man per Sunday, Overtime Type RESTDAY, the multiplier the client pays for a rest day. If the client would rather give a day off back than pay the money, use Comp Off Request instead. Both for the same Sunday is paying twice.

"He claimed eight hours for four hours of double time"

The hours column is hours and the multiplier does the doubling. Four hours at a multiplier of 2. Eight hours at 2 is four hours of pay more than the client agreed to, and an approver reading From Time and To Time against the shift would have caught it.

"The request is approved and nothing was paid"

Either Take Overtime From Approved Requests is unticked, so payroll is reading attendance hours instead, or payroll has not been run for the period yet, or Posted to Payroll already says it was taken in an earlier run.

"Overtime was paid twice"

It cannot be paid from both sources, so look for two requests covering the same days, or for a rest day paid here and also given back as comp off.

What it is connected to

• Time Management Setting decides whether payroll reads this screen at all.
• Employee Attandance is the other possible source of overtime hours, and the one that is ignored when this screen is switched on.
• The overtime policy on the employee's Employee Policy Profile is what decides the paid rate where overtime comes from attendance hours.
• The wage type named here is where the money appears, and Payroll is what pays it.
• A Comp Off Request is the alternative to paying a rest day, not an addition to it.

If something looks wrong

• "It will not save" - Reason is empty, or a line is missing its Over Time Date, Overtime Hours or Overtime Type. All are required.
• "Approved requests are not being paid" - Take Overtime From Approved Requests is unticked on Time Management Setting, so payroll is taking its overtime from the attendance hours instead.
• "A request was not picked up this month" - Posted to Payroll says it was already taken, or its dates fall outside the period being run.
• "The amount is twice what we agreed" - the multiplier was applied to the hours by hand as well as by the rate multiplier column.
• "A rest day was paid and he also got a day off" - an overtime request and a comp off claim exist for the same day. Pick one.
• "There is nowhere to put the amount on the payslip" - no Wage Type is named on the request.