Overtime Filing Policies

In this article, we will discuss each policy when filing Overtime in Sprout HR. This would help you configure the best policies that can be applied when employees are filing their OT.

Here are the filing policies of OT and possible errors you may encounter when enabling/disabling each policy: 

1. Enable Overtime

• This enables the company to use the Overtime application
• Overtime may still appear in My Requests/My Stuff if enabled via Access Level (Navigation Access), but if this policy is disabled, the system will prompt an error: 

2. Tracking of Days Filing

• This sets the basis of the counting days from an OT application whether it's Working Days or Calendar Days count
• Working Days exclude Rest Days, Holidays, and Working Rest Days and Working Holidays; Calendar Days include Rest Days and Holidays

3. Late Filing Days

• This sets the number of days when an employee can apply for an Overtime application after its exact schedule. Employees can either file anytime or set a number of days they can file later than the actual date of the OT
  Sample: Late Filing: 3 days
  Employees can no longer file their OT 3 days after the actual date of their OT. If the policy is not met, an error below will appear when filing OT: 

4. Advanced Filing Days

• This sets the number of days when an employee can apply for an Overtime application before its exact schedule. Employees can either file anytime or set a number of days they can file in advance
  Sample: Advance Filing: 3 days
  Employees can only file their OT 3 days before the actual date of their OT. If the employee filed less than 3 days from the exact date of his OT and current date, this error would occur: 

• If both Late and Advance filing policies are disabled, this error would occur if filing for any dates other than the current date: 

5. Maximum minutes of OT

• This sets the maximum minutes of OT per application. If not met, the OT application will prompt an error. See the sample below:
  Sample: Maximum minutes that can be filed: 120 minutes

6. Minimum minutes of OT

• This sets the minimum minutes of OT per application. 
• The employee is restricted from filing for OT based on the minimum minutes required. If not met, OT will prompt an error. 
  Sample: Minimum minutes that can be filed: 60 minutes

7. Maximum late minutes

• This sets the maximum late minutes allowed when filing an OT application. 
• The employee is restricted from filing for OT if they clock in later than the maximum minutes allowed. If not met, OT will prompt an error. 
  Sample: Max late minutes: 30 minutes
• Error: You are ineligible to file overtime because you're x minutes late. 

8. Biometric Logs Required

• This pertains to whether biometric logs are required when filing OT but not necessarily the complete OT logs. If this is enabled, as long as the employee has logs, it will be submitted successfully. If there were no logs, the employee will encounter this error: 

9. Overtime on Optional Holiday

• This policy refers to filing overtime during an optional holiday. If disabled, employees are not allowed to file their OT on a holiday if the Holiday Type is Optional. Here's a sample error: 

Changing any policy has no additional cost! Should you wish to change any policies,  feel free to submit a Change Request Form.

Just take note that any changes in the filing policy would take effect at the time of request and moving forward (Date Tagging: Company Policy)

Feel free to reach out to us, Experts, if you have any questions about each policy!