Overtime Policy - Zoho People Attendance Service
The Overtime Policy feature in Zoho People’s Attendance service empowers organizations to effectively track employee overtime through their attendance hours. It allows customization of overtime rules based on specific criteria such as work location, department, and employment type, ensuring accurate tracking. The system supports precise recording of daily, weekly, and monthly overtime and extended overtime hours, and supports the application of appropriate overtime pay rates. Additionally, you can define overtime thresholds to automatically notify employees and their reporting managers when monthly, yearly, or rolling average overtime exceeds the specified limits.
Add Overtime Policy
The Overtime Policy configuration in Zoho People is designed to track employee overtime through the Overtime policy report ('Article 36 report' for Japan region) and trigger alerts when predefined limits are exceeded. It does not affect attendance status (e.g., Present/Absent) or impact data in other reports.
To add overtime policy:
- Navigate to Settings > Attendance > Configuration > Overtime Policies.
- Click Add Overtime Policy.Clone option allows you to duplicate an existing policy and create a new one.
If you're adding an overtime policy for Japan, you can use the Prefill option to set the policy based on Japan Labor Standards Act and customize them as needed. - Enter the policy name.
- Select policy applicability based on location, department, or employment type.
When an employee qualifies for multiple overtime (OT) policies, the applicable policy is determined based on the following priority order:(i) Employment Type-Based Policy (Highest Priority): If an OT policy is assigned based on the employee’s employment type, such as full-time, part-time, or contractual, it takes precedence over all other applicable policies.(ii) Department-Based Policy (Second Priority): If no employment type-based policy is assigned, the system checks for an OT policy linked to the employee’s department, such as Sales, Engineering, or HR.(iii) Location-Based Policy (Third Priority): If neither employment type-based nor department-based policies are assigned, the system applies the OT policy associated with the employee’s work location, such as Chennai or Bangalore.
- Enable and set required overtime rules:
- Daily overtime: Enable and configure to track employees daily overtime and extended overtime hours.
For example, employees' work hours exceeding 8:00 hours per day will be recorded as Daily Overtime, and work hours exceeding 10 hours per day can be recorded as Daily Extended Overtime. - Weekly overtime: Enable and configure to track employees weekly overtime and extended overtime hours. Weekly overtime are calculated per calendar week.
For example, employees' work hours exceeding 40:00 hours per calendar week will be recorded as weekly overtime and 48:00 hours per calendar week can be recorded as Weekly Extended Overtime - Monthly overtime: Enable and configure to track employees monthly overtime and extended overtime hours.
For example, employees' work hours exceeding 160:00 per month can be recorded as monthly overtime and 176:00 hours per month can be recorded as Monthly Extended Overtime. - Weekend Overtime: Enable and configure to track employees weekend overtime and extended overtime hours.
For example, employees' work hours exceeding 00:00 on a weekend can be recorded as weekend overtime and 8:00 hours on a weekend can be recorded as Weekend Extended Overtime. - Holiday Overtime: Enable and configure to track employees holiday overtime and extended overtime hours.
For example, employees' work hours exceeding 00:00 hours on a holiday can be recorded as holiday overtime and 8:00 hours on a holiday can be recorded as Holiday Extended Overtime. - Enable the Overtime policy report to view consolidated overtime data of applicable employees. This action will show or hide the Overtime Policy Report under Reports > Organization Reports > Attendance > Overtime policy report. Learn more.
If you are adding the overtime policy from the Japan region, the report name will be 'Article 36 of the Labor Standards Act,' and you can customize the report headers to match your organizational preferences.
- Turn on the following notifications to alert employees and their reporting managers when the overtime limit is reached.
- Notify when monthly overtime exceeds the given limit.For this alert, weekend extended overtime hours are excluded for limit calculation.
- Notify when yearly overtime exceeds the given limit.
- Notify when the monthly overtime limit exceeds the specified number of times in a year.For this alert, weekend extended overtime hours are excluded for limit calculation.
- Notify when the total monthly overtime exceeds the given limit.For this alert, all overtime hours for the month are included for limit calculation, which also includes weekend extended overtime hours.
- Notify when average overtime over the past consecutive months exceeds the given limit. Multiple overtime average limits for each configuration can be added to trigger alerts.The validation to trigger the notification is based on rolling averages calculated within the calendar year. For example, for a two-month notification, the system will validate the limit each month by checking if the average for the consecutive two months is within the allowed limits.
- Click Save to add the overtime policy.
The policy will be immediately effective for the applicable employees, and their overtime hours will be recorded as per the configuration.
View and Export Overtime Policy Report
To view and export the overtime policy report:
The overtime split-up in the report is based on the overtime policy configuration. Any changes made to the policy will update the overtime values for the applicable employees.
- Navigate to Reports > Organization reports > Attendance > Overtime policy report ('Article 36 report' for Japan region)
- Click the filter option, select the required overtime policy, apply required filter, and click Submit to view the corresponding report.
Overtime data
- Regular Work Hours: Standard or scheduled working hours an employee is expected to work during a workday.
- Daily Overtime: Hours worked beyond the standard or scheduled work hours in a single day.
- Daily Extended Overtime: Hours worked beyond the daily overtime hours.
- Weekly Overtime: Hours worked beyond the standard or scheduled total working hours in a calendar week.
- Weekly Extended Overtime: Hours worked beyond the weekly overtime hours.
- Monthly Overtime: Hours worked beyond the standard or scheduled total working hours in a month.
- Monthly Extended Overtime: Hours worked beyond the monthly overtime hours.
- Weekend Overtime: Hours worked on weekends within the standard or scheduled working hours.
- Weekend Extended Overtime: Hours worked on weekends beyond the weekend overtime hours.
- Holiday Overtime: Hours worked on holidays within the standard or scheduled working hours.
- Holiday Extended Overtime: Hours worked beyond the holiday overtime hours.
- Late Night Regular: Hours worked during late-night periods, typically between 10:00 PM and 6:00 AM, based on your organization’s Late Night Hours settings, are recorded as late night regular hours.
- Late Night Overtime: Overtime hours that fall within the late-night period are recorded as late night overtime.
- Late Night and Holiday Hours: Hours worked on late-night hours that overlap with public holidays. For example, if late-night hours are from 10:00 PM to 6:00 AM and a public holiday begins at midnight, the hours from 12:00 AM to 6:00 AM are considered late night and holiday hours.
Related articles:
Edit Overtime Policy
Changes made to the daily, weekly, and monthly overtime hours will change the overtime values in the corresponding report.To edit overtime policy:
- Navigate to Settings > Attendance > Configuration > Overtime Policy.
- Click on the policy name.
- Make the required changes to the overtime policy.
- Click Save.
Delete Overtime Policy
Deleting the overtime policy will permanently remove all associated overtime data for employees covered by the policy, and the policy will no longer appear in reports. This action cannot be undone.
To delete the overtime policy:
- Navigate to Settings > Attendance > Configuration > Overtime Policy.
- Hover over the policy and click on the delete icon.
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