Additional Work Hours (Overtime - OT)

Purpose

The Additional Work Hours screen allows employees and authorized users to submit requests for extra working time performed outside normal working hours.

Additional Work Hours are used to record and approve time that should be added to an employee's total working hours. This functionality supports both overtime work and attendance adjustments where employees need to compensate for lost working time.

Once approved, the additional hours are automatically included in attendance calculations and reflected in attendance reports.

Additional Work Hours can be used for:

• Overtime work

• Extra working hours beyond scheduled shifts

• Compensating for late arrivals

• Attendance adjustments

• Additional time tracking for payroll and reporting purposes

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Create

Prerequisites

Before creating an Additional Work Hours request:

1. Enable Manual Timesheets in Timesheet Settings.

2. Configure an approval process for Additional Work Hours.

3. Grant the appropriate permissions to employees.

Required Permissions

Employees must have one of the following permissions:

• Additional Work Hours - View

• Additional Work Hours - View (Global)

Additional Permission for Creating Requests on Behalf of Others

Users with the following permission can create requests for other employees:

• Additional Work Hours for Specific Employee - Create

Administrators can create Additional Work Hours requests for all employees without additional permission assignments.

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Create an Additional Work Hours Request

Step 1: Open Additional Work Hours

1. Navigate to Timesheets & Leave from the left sidebar.

2. Select Leave.

3. Open the Additional Work Hours tab.

Step 2: Create a New Request

1. Click the Add button.

2. The Additional Work Hours window will appear.

Step 3: Complete the Request

1. Select the appropriate employee (if authorized).

2. Select the Timesheets Type.

3. Complete all required information.

4. Review the entered details.

Step 4: Save

1. Click Save.

The Additional Work Hours request is created.

Step 5: Submit for Approval

1. Send the request through the configured approval process.

The request remains pending until approval is completed.

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View

Employees, managers, and administrators can view Additional Work Hours requests based on their assigned permissions.

Depending on permission levels, users may:

• View their own requests

• View requests of managed employees

• View all requests within the organization

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Edit

To modify an Additional Work Hours request:

Step 1: Open Additional Work Hours

1. Navigate to Timesheets & Leave → Leave → Additional Work Hours.

Step 2: Select a Request

1. Locate the request you want to modify.

2. Open the request for editing.

Step 3: Update Information

1. Modify the required details.

2. Review the changes.

Step 4: Save Changes

1. Click Save.

The updated request will continue through the approval process if required.

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Delete

Delete Additional Work Hours

Administrators have the ability to delete approved Additional Work Hours records.

Step 1: Open Additional Work Hours

1. Navigate to Timesheets & Leave → Leave → Additional Work Hours.

Step 2: Select a Record

1. Locate the approved Additional Work Hours entry.

2. Click Delete.

Step 3: Confirm Deletion

1. Review the confirmation message.

2. Confirm the deletion.

The Additional Work Hours record will be removed from the system.

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Approve

Approve Additional Work Hours Request

1. Open the pending Additional Work Hours request.

2. Review the submitted information.

3. Verify the additional hours worked.

4. Click Approve.

Once approved:

• The additional hours become effective.

• Attendance calculations are updated.

• Attendance reports are recalculated.

• Total working hours are adjusted automatically.

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Reject

Reject Additional Work Hours Request

1. Open the pending Additional Work Hours request.

2. Review the submitted information.

3. Click Reject.

The request is marked as rejected and does not affect attendance calculations.

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Field Descriptions

Field	Description
Employee	Employee for whom the additional work hours are being recorded.
Timesheets Type	Defines the purpose of the additional work hours request.
Number of Hours Worked	Used when employees need to compensate for lost working time, such as arriving late and working additional hours.
Overtime	Used when employees work beyond their normal scheduled working hours.
Approval Status	Current approval state of the request.
Request Date	Date associated with the additional work hours request.
Additional Hours	Number of hours to be added after approval.

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Workflow Rules

Additional Work Hours Rules

• Additional Work Hours are used to supplement employee working time.

• Additional hours are not included in attendance calculations until approval is completed.

• Approved additional hours become part of the employee's attendance records.

Timesheets Type Rules

Number of Hours Worked

Used when:

• An employee arrives late.

• An employee works extra hours to compensate for lost time.

• Additional worked time is used to offset attendance deficiencies.

The approved hours are added to the employee's total working hours.

Overtime

Used when:

• An employee works beyond scheduled working hours.

• Extra time needs to be recorded as overtime.

The approved overtime hours are added to attendance calculations.

Approval Workflow Rules

• Additional Work Hours requests follow the configured approval process.

• Requests remain pending until approved or rejected.

• Only approved requests affect attendance records.

Attendance Processing Rules

Once approved:

• Additional hours are added to the employee's attendance records.

• Total worked hours are recalculated.

• Attendance reports are updated automatically.

Attendance Report Integration

Approved Additional Work Hours are added to:

Attendance Report → Total Working Hours

The additional hours increase the employee's total working time for reporting purposes.

Employee Assignment Rules

Standard Employees

Employees can create requests for themselves when granted appropriate permissions.

Authorized Employees

Users with:

Additional Work Hours for Specific Employee - Create

can create requests for other employees.

Administrators

Administrators can:

• Create requests for any employee.

• Approve requests.

• Delete approved records.

Deletion Rules

When an approved Additional Work Hours record is deleted:

• The approved hours are removed from attendance calculations.

• Total working hours are recalculated.

• Attendance reports are updated automatically.

Payroll Integration Behavior

Approved Additional Work Hours may be used for:

• Payroll attendance calculations

• Overtime calculations

• Workforce reporting

• Working hour summaries

Deleted approved records may impact payroll-related attendance calculations.

Notification Rules

• Approval notifications may be sent according to the organization's approval workflow settings.

• Employees and approvers may receive notifications when requests are submitted, approved, or rejected.

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Status Behavior

Additional Work Hours Status

Status	Description
Pending	Request has been submitted and is awaiting approval.
Approved	Request has been approved and additional hours have been applied.
Rejected	Request has been rejected and no attendance changes are applied.
Deleted	Previously approved additional hours have been removed from the system.

Attendance Impact Status

Status	Attendance Impact
Pending	No impact on attendance records.
Approved	Additional hours added to total working hours.
Rejected	No impact on attendance records.
Deleted	Previously added hours removed from attendance records.

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Synchronization

Data created in this screen is synchronized with:

• Attendance Management

• Employee Attendance History

• Attendance Reports

• Overtime Management

• Approval Workflows

• Employee Self-Service Portal

• Workforce Reports

• Payroll Processing

Approved Additional Work Hours are immediately reflected in attendance calculations and reporting.

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Important Notes

• Additional Work Hours functionality requires Manual Timesheets to be enabled.

• An approval workflow should be configured before employees begin submitting requests.

• Additional hours only affect attendance records after approval.

• Approved additional hours are automatically added to the Total Working Hours column in Attendance Reports.

• Employees can only create requests according to their assigned permissions.

• Users with the Additional Work Hours for Specific Employee - Create permission can submit requests for other employees.

• Administrators can create, approve, and delete Additional Work Hours records for all employees.

• Deleting an approved record automatically removes its impact from attendance calculations and reports.

• Additional Work Hours may influence overtime calculations, attendance summaries, and payroll-related processes.