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Handling overtime requests

3 min read · #hr · #overtime

Asking for overtime (employee)

On your Employee Clocking page, open the Overtime tab and press New overtime request. Choose the Overtime type and the Date worked, give the Start time and the Duration in hours and minutes, and say why under Reason. Submit Request sends it to HR. While it is pending you can still change it.

Finding a request (HR)

Open HR → Overtime. Each card shows the staff member, the overtime type, what was Requested (the date, the start time and how long), what was Recorded, the reason, and the Decision with who made it and when.

Above the cards you can search by staff member, approver, type or reason, pick a status and set a From and To date. Clear filters resets them. Export downloads the overtime report as Excel or CSV.

Approving and rejecting

On a pending card:

  • Approve, then Yes, approve.
  • Reject, then Yes, reject.
  • Edit to correct the request before deciding it.

After the decision the card shows Processed. A decided request can't be approved, rejected or edited again.

Delete is there for any request. If it has already been processed, aiku says so before you confirm.

Entering overtime for someone

Press New overtime request at the top of the page.

  1. Pick the Staff member, the Overtime type and the Date worked.
  2. Give the start time and the duration that were asked for.
  3. Under Recorded time, leave Same as requested, or choose Different time and enter the Recorded start time and Recorded duration that were really worked.
  4. Choose the Status and add a Reason if you want one.
  5. Press Submit request.

When the recorded time differs from the requested one, the card shows the difference next to Recorded.

Overtime types

The Overtime types tab is the list people choose from. New overtime type adds one, with a Code, a Name, an optional Color and Description, and:

  • Category: Overtime, Flexi time, Working time or Other.
  • Compensation type: Paid, Time in lieu or Unpaid.
  • Multiplier, if this type is paid at a rate.

The list marks each type Active or Inactive, and each one can be edited or deleted.

The dashboard

The Dashboard tab is the month at a glance: one row per employee, one column per day. Filter by employee or overtime type, step through the months, and click an entry to see its Overtime Details.

Related: Handling leave requests and Correcting a clocking.

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