Manage 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 timecard:

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

(red) — 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.

Review 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] Below that are the available actions: Approve Overtime or Review Overtime .
    Note: In a project timecard, if there is pending overtime and comments exist for an exception, then the Action Required icon replaces the pending overtime and comment icons in the date cell.
  2. 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.
  3. 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.

Approve or deny overtime

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

  1. Click Tap a day with the warning indicator .
  2. In the date panel, click tap 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.
    • Comments — Click Tap Add a comment.
  3. To approve the overtime, select the Approve check box next to the applicable time span.
  4. To add a comment click tap 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 tap Apply and then tap Save in the date panel to return to the timecard.

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. Below that are the available actions: Approve Overtime or Review Overtime .
    Note: In a project timecard, if there are comments for an exception and for pending overtime, then the date cell contains the Action Required icon.
  2. Click Tap 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.
      Note: If necessary, you can change the times within each time span, but you cannot increase the spans.
    • Comments — Enables you to add comments and notes.
  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 tap 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 tap 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. (Hourly timecard only.)
  • Approval and denial actions are recorded in the Totals add-on.

List view

  1. Click Tap a day with the warning indicator
  2. In the panel, click tap 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.
    • Comments — Click Tap Add a comment.
  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 tap 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 tap 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. (Hourly timecard only.)
  • Approval and denial actions are recorded in the Totals add-on.

Modify approved overtime

Typically, when overtime is approved, you are finished. However, you can still review, change, or update the overtime approvals and comments.

Note: In a project timecard, if there are comments for an exception and for pending overtime, then the date cell contains the Action Required icon.
  • If you click the green Overtime indicator and then select Review Overtime in the Date Actions glance, the Review Overtime panel displays the comments alphabetically and the notes in the order of their timestamp. These comments and notes cannot be edited.
  • If you change the time charged in the timecard after approving overtime, the Overtime indicator displays with a Pending state, but the comments are still flagged (hourly timecard only). If you click the red indicator, you can select Approve Overtime or Review Overtime in the Date Actions glance.
    • If you select Review Overtime, the original comments and notes are still listed and cannot be edited.
    • If you select Approve Overtime, the original comments and notes are no longer listed but you can add new comments and notes. After clicking Save in the Approve Overtime panel, the Overtime indicator changes to green. If you select this green Overtime indicator, then select Review Overtime in the Date Actions glance, all comments and notes are consolidated in the Review Overtime panel.
  • If you delete all time for the day, the overtime and comments indicators are still displayed. Click the indicator, select Review Overtime, and click Reset in the Review Overtime panel to remove the approvals, comments, and notes.
Note: All of these actions are recorded in the Audits add-on.

Manage group overtime

  1. Click Main Menu . Select Time > Overtime Group Approvals.
  2. Click Select Timeframe . To advance to the next or previous timeframe, click the left or right arrows.
  3. Click Select Hyperfind to select the appropriate search criteria.
  4. From the Grouped By column, expand Pending Overtime, Overtime Approval, or Overtime Denial to view the employee details in each group.
  5. Select the check boxes for the employees you need to manage overtime. To select an entire group, select the check box next to the group name (for example, Pending Overtime). To select all employees in all groups, click Select All .
  6. Click Edit .
  7. Select Approve All, Deny All, or Reset All.
  8. If you need to add a comment, click Add Comment, select a comment, enter optional text, and click Add.
  9. Click Apply.

    If you are approving or denying overtime, the request is moved to the appropriate group (Overtime Approval or Overtime Denial). If you are resetting overtime, the request is moved to the Pending Overtime group. You may need to refresh to view this.