Introduction/Purpose:

An overtime group serves as a classification or grouping mechanism to categorize employees based on their eligibility for overtime work or the specific rules that apply to their overtime calculation. The purpose of the overtime group in an HRMS is to facilitate accurate and efficient management of overtime policies and processes.

How To Navigate:

The navigation to record an Overtime Group in the HRMS system typically involves the following steps:

• Click on the main navigation icon which is located on the top right corner of the screen then click on the Time and Attendance section which is located on the left side menus on the screen.

• Click on the Overtime Group section which is located in the Masters under Time and Attendance. After clicking on this link you can navigate Overtime Group Listing.

Listing:

The Break Master allows users to view all approved & pending Overtime groups. The key features of the Overtime group record listing are included below:

• Record Filter: The filter option allows users to filter the list of records based on visible columns, such as:
  • Overtime Method Name 
  • Code, Added by 
  • Added Date 
  • Approval Status  
  • Status 
  • Action

• Show all Listing Columns: This option allows the user to all the Filter and displays all records on the Listing Page.

• Advance Search: This option allows users to filter data with single or Multiple criteria in Column Name with options like:
  • equal
  • Not Equal
  • Begins 
  • Does Not Begin with
  • Ends With
  • Does Not End with
  • Contains 
  • Does Not Contain

• Export Data: Selected Records, Current Page records or All records can be exported by users with listed Columns or All Columns to a spreadsheet or other file format for further analysis or reporting.

• Hide/Show Column:
  • This option allows users to customize columns by adding/removing columns to display from the Listing page.
  • In this option user have to select the column which they want to view in the list, if the user unchecks/unselect all column then the system will give an error message that “Please check at least one column”.

The user can view the following action in this section

• Ok: On clicking the “Ok” button, the user can submit the checked option, and based on the selection, the column will display to the user in the list.

• Cancel: On clicking this button the user can cancel the check column.

• Delete:
  • The Delete option allows the user to delete the record. The user first has to select at least one record; otherwise, the system will give an error message “Please select at least one record”.
  • After clicking on the delete button, a pop-up message will appear: “Are you sure you want to delete the selected record?”.
  • Along with this message, the user can perform the following actions:
    • Delete: This option allows the user to delete the selected record.
    • Cancel: This option allows the user to cancel the selected record and go back to the Overtime group listing.

Recording & Update:

Users can Add a new  Break Group by clicking the “Add New” Button “ and by filling the below field.

• Group Name*: Name is a field which specifies the name of the Overtime Group Name.

• Pay Period*: It also includes the time period for which the salary is being paid, typically a month or a bi-weekly period.

• OT request required*: The “OT request required” field indicates whether employees belonging to the overtime group are required to submit a formal request for overtime work. If set to “Yes,” employees must seek prior approval from their managers or supervisors before working overtime.

• Effective From*: The “Effective From” field specifies the date on which the overtime group’s settings or rules come into effect. It indicates the start date for using the defined overtime policies, rates, and eligibility criteria associated with the group.

• Valid up to: The “Valid Upto” field denotes the end date until which the overtime group’s settings or rules remain valid. It signifies the expiration date for the defined overtime policies associated with the group.

The user can perform the following actions in this section:

• Save & Continue: This option allows the user to Submit/Save the new Overtime Group.

These Overtime Group records will get saved if No approval flow is defined and if any approval flow is defined it will go for approval to the respective approving authority

• Discard: This option allows the user to discard the record and no changes will get created if adding or changes will not get saved if updating.

• Action: The action option allows the user to edit the record if the record has not been approved or if the user is the final approver. Users can also view the Activity Log for that transaction.

• Edit: On clicking the edit option, the user will be able to edit the Overtime group record.
  • Add New: The User will be able to view/Add a new overtime component in the edit option by entering the following details:
  • Name: Name is a field that specifies the name of the overtime component.
    
  • OT Applicable On: This field specifies the criteria or conditions under which overtime applies. It could be based on factors such as specific days of the week, certain hours of the day, or other predefined conditions.
    
  • Calculation Base: This field determines the base on which the overtime calculation is performed. It could be the Shift Time, Shift Hours, Present Hours.
    
  • Compensate As: This field indicates how the overtime is compensated to the employee. It could be paid as a Fixed amount, Comp off, or Salary Hours.
    
  • Calc Type: This field specifies the method or formula used to calculate the overtime amount. It could be based on a Daily, Pay Period etc.
    
  • Initial Hrs: This field represents the initial number of hours for which overtime applies. For example, if overtime is applicable after working 8 hours, the initial hours would be 8.
    
  • Compensate Amount: This field denotes the amount or rate at which the employee is compensated for each overtime hour worked.
    
  • Prorata Calc Applied: This field determines whether prorated calculations are applied for partial overtime hours worked or if the overtime is calculated only for complete hours worked.
    
  • On Complete: This field specifies what action should be taken when the overtime is completed. It could be used to trigger additional calculations or processes.
    
  • Additional Hrs: This field represents the additional hours worked by the employee that qualify for overtime compensation.
    
  • Compensate Amount: This field denotes the amount or rate at which the employee is compensated for each additional overtime hour worked.
    
  • Prorata Calc Applied: Similar to the previous “Prorata Calc Applied” field, this determines whether prorated calculations are applied for partial overtime hours worked or if the overtime is calculated only for complete hours worked in the additional hours section.
  • Component Master “EARNING”: 
    • Earning Head: This field specifies the specific earning head or category to which the overtime component belongs. It helps in categorizing the overtime amount in the payroll system.
      
    • Show In Slip: This field determines whether the overtime amount should be displayed in the employee’s payslip. It could be set as “Yes” or “No.” Additionally, there may be an option to display the amount only if it exceeds a certain value.
      
    • Calculation Option: This field indicates the preferred calculation option for overtime. It could be based on days worked or hourly calculations.
      
    • Tax Relief Limit: This field represents the limit or threshold up to which the overtime amount is eligible for tax relief or exemption.
      
    • Tax Relief Value: This field denotes the specific value or percentage used for tax relief calculation on the overtime amount. It helps in determining the tax implications for the overtime component.
  • This Option allows the user to perform following action in this section :- 
    • Submit : This option allows the submit the above entered overtime Group configuration
    • Discard: This option allows the user to discard (not save) the overtime Group Configuration.
    • Reload : This option allows the user to reload or refresh the overtime group record.
  • The user will be able to perform the following actions in this section:
    • Update : This option allows the user to update the Overtime Group record.
    • Discard : This option allows the user to discard the Overtime Group record and does not change the selected record.
      
  • Activity Log: In the Activity Log option, the user can view the transaction history of Overtime Group , such as:
    • Status (pending , Submit for Approval ,  approved).
    • Time and Date of Transaction
    • Execution time