This article explains how to convert overtime in the Approved status into pay (payment) or leave entitlement. Users with the OVERTIME_ADMIN permission do this.
Before you start
The overtime must be Approved.
The multipliers and the daily working hours for leave conversion must be defined in Configuration > Overtime > Settings (Overtime settings).
Your mobile number must be in your profile and the company must have digital credit: each conversion requires SMS verification and uses 1 credit.
To convert to leave, the employee must have a leave rule assigned.
Step by step
In the left menu, go to Time and attendance > Overtime.
In the Approved column, click Convert in the card's ⋮ menu. On a desktop you can also start by dragging the card to the Converted to Paid or Converted to Leave column.
In the Type step of the Convert Overtime window, choose Payment (Convert Overtime to Payment.) or Leave (Convert Overtime to Leave.) and click Next.
Converting to payment
The Approved Overtime Duration is shown. Choose the Multiplier; the options come from the Working Day Multiplier, Weekend Multiplier and Public Holiday Multiplier groups in the settings.
Choose the Currency and Net/Gross?. Employee Hourly Rate is calculated from the employee's salary (for a monthly salary, salary ÷ 225); correct it if needed. Total Amount is calculated automatically.
Date is the conversion day and cannot be changed. Optionally write a Description.
The Paid switch decides whether the record goes to payroll. If your company has the Payroll module, the switch is on and locked; the conversion is added to the open payroll period, and if the current month's payroll is already closed it is included in the next open period.
If you do not want an e-mail to go to the employee, switch off Send notification email to the employee.
Click Save, enter the 6-digit code sent to your phone in the SMS Verification window and click Confirm. While it runs, the window shows "Converting overtime..." ("Deleting overtime..." when deleting).
Converting to leave
Choose the Leave Rule (its remaining balance is shown) and the Leave Type. Leave types with a gender condition cannot be used for an ineligible employee.
Choose the Multiplier. Total Leave Entitlement is shown in hours.
Choose the Date, optionally write a Description and set the e-mail preference.
Click Save and enter the SMS code.
Bulk conversion to payment
On the Board view, select records with Bulk Select in the header of the Approved column.
Click Convert to Paid in the bar at the bottom, enter the multiplier and other details and confirm with the SMS code. Each selected record needs 1 credit.
Result
Payment: The record moves to the Converted to Paid column and the card shows the Total Amount and Paid / Not Paid. Only records marked Paid go to payroll, as overtime hours at the selected multiplier. You can change it later with Mark as paid / Mark as unpaid in the card menu (Changing whether overtime was paid).
Leave: The record moves to the Converted to Leave column. Leave days = overtime duration × multiplier ÷ daily working hours from the settings, added to the balance of the selected leave rule as an entitlement of type Overtime (Carry-over and expiry rules).
A timestamped document is created for each conversion and 1 credit is deducted from the company's digital credit.
If a bonus leave entitlement was written when the overtime was approved (Approving an overtime request), the conversion takes it back.
Only users with the Overtime Admin Permission and company admins see the employee's hourly rate.
A converted record can only be deleted by OVERTIME_ADMIN with SMS verification. In a bulk delete every converted record spends 1 credit; if there are not enough credits, none is deleted. If a leave conversion is deleted, the added days are deducted from the entitlement; a payment record belonging to a closed payroll month cannot be deleted.
Note: If the timesheet source is set to the payroll screen, overtime converted to payment is not read into payroll (Timesheet source: payroll screen).
Common problems
Symptom: The Convert option does not appear.
Cause: The record is not Approved or you do not have OVERTIME_ADMIN.
Solution: Check the record status and your permissions.
Symptom: "You need to enter the SMS verification code to complete this action." error.
Cause: The code was not entered or was already used; codes are single-use.
Solution: Start the action again and enter the new code.
Symptom: Overtime converted to payment is missing from this month's payroll.
Cause: The month's payroll was closed, so the record was added to the next open period; or Paid is off.
Solution: Check the period and payment details in the card's detail.