This article explains how to approve or reject pending overtime requests on the Overtime Management board. A request can be answered by: the approver of the approval step it is at, the employee's direct manager when the step is defined as "manager", and users with OVERTIME_ADMIN. The overtime approval process is defined per department on Configuration > Overtime > Approval process (Approval Process).
Before you start
The request must be at your approval step.
Your visibility rule must allow you to see other people's records (Overtime settings and visibility). Requests waiting for your approval are always shown regardless of the rule.
Step by step
In the left menu, go to Time and attendance > Overtime. Requests open in the List view by default, in one content card. The tabs at the top split the records by status: All, Pending, Approved, Rejected, Converted to Paid and Converted to Leave; each tab shows how many records match the current filters. Rows awaiting your decision carry the "Awaiting your approval" label. Switch to Board with the list / board switch on the right of the toolbar to see the records as cards in status columns; there managers and admins also see the summary cards at the top.
If needed, type in the Search by employee name box and choose This month, Last month, Last 3 months, This year or a range in the calendar with the Date chip. Managers and admins can also filter the list with the Department chip; with the chip empty, employees without a department are listed too. Records of employees who left the company stay in the list within what you may see, with an Inactive label and the employee's last department. The Excel from Export Report holds the same employees as the list with its search, date and department filters. Order the list with Sort or by clicking a column header: by employee, department, date, duration, status (workflow order) or creation date. The tab, search, filters, sort, page and view stay in the address.
Click Answer in the row's ⋮ menu in the list (on the board, in the ⋮ menu of the card in the Pending column). Clicking a row opens its details. On the board on a desktop you can also open the same window by dragging the card to the Approved or Rejected column.
In the Answer Overtime Application window, check the overtime summary and the Approval Process steps.
Click Accept or Reject.
Result
When you approve, if there is a next approval step the request keeps waiting at that step; if it was the last step it moves to the Approved column. An admin approval also moves the request only one step.
When you reject, the request moves to the Rejected column.
When the request is approved at the last step or rejected, the employee gets an in-app notification and also sees the result on their own board. When the request moves to the next approval step, that step's approver gets a notification.
The card's Detail window shows the status as Pending Approval, Approved or Rejected.
Approved overtime appears as Approved Overtime in the timesheet and can be converted to payment or leave by an admin (Converting overtime).
Note: When a request is approved at the last step from this window (or by dragging), and the employee is assigned to the company's default leave rule, the overtime duration divided by the employee's daily working hours is written as an entitlement to that rule's bonus leave type. This entitlement is not written for records approved automatically, added with Approve and Continue, or uploaded with Excel. If the overtime is later converted to pay or leave, this bonus leave entitlement is taken back, so the same overtime is not compensated twice.
Deletion rules
Record status | Who can delete |
Pending | OVERTIME_MANAGER, OVERTIME_ADMIN; the requester only while at the first approval step |
Approved, Rejected | OVERTIME_MANAGER, OVERTIME_ADMIN |
Converted to Paid, Converted to Leave | OVERTIME_ADMIN only, with SMS verification |
On the Board view, admins can select several records with Bulk Select in the column header and delete them together with Delete.
When an approved record is deleted (one by one or in bulk), the bonus leave entitlement written at the last approval is taken back as well and the record's approval history is deleted.
Common problems
Symptom: The card has no Answer option.
Cause: The request is at another approval step or you are not this step's approver.
Solution: Check the step in the approval process shown in the card's Detail window.
Symptom: "This employee already has an approved overtime record in the same date and time range" warning when approving; the request is not approved.
Cause: The employee has an approved, paid or leave-converted record that intersects this range; the request is a duplicate.
Solution: Check the date and times in the warning and reject the duplicate request.
Symptom: Cards cannot be dragged on a phone.
Cause: Drag and drop does not work on touch screens.
Solution: Use the List view or the card's ⋮ menu.
Symptom: A request was approved without reaching me.
Cause: The department has no overtime approval process, or all steps were passed automatically.
Solution: Check Configuration > Overtime > Approval process.