Overtime Policy - Zoho People Attendance Service

Overtime Policy - Zoho People Attendance Service

The Overtime Policy feature in Zoho People’s Attendance service empowers organizations to effectively track employee overtime through 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, monthly, bi-monthly, quarterly, yearly, holiday, and weekend overtime, as well as extended overtime hours, to apply 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

Info
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:
  1. Navigate to Settings > Attendance > Configuration > Overtime Policies.

  2. Click Add Overtime Policy.
    Clone option allows you to duplicate an existing policy and create a new one.


    The following options are available if you're adding an overtime policy for the Japan region:
    - Use the Prefill Japan Overtime Policy option to pre-set the policy based on the Japan Labor Standards Act and customize it as needed.
    - View your organizatin Labour Union Representative details.





  3. Enter the policy name.
  4. Select policy applicability based on location, department, or employment type.
Info
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.
  1. Enable Overtime Approval to approve and track approved overtime hours. Allow employees to submit manual overtime requests and configure permissions to control who can submit them.



    InfoAllow submitting manual overtime approval requests is enabled by default. You can disable it if you want overtime approvals to be submitted only through Overtime Schedulers.
    1. To configure approvals, click Approval or navigate to Settings > Attendance > Approvals to set up overtime form approvals. For more details, refer to 
      Approvals - Overview & Use Cases.
Info
 If you are setting up overtime approval for the first time, enable Overtime Approval, save the configuration, and define the approval process.


    1. To configure schedulers for automatically submitting employee overtime for approval, click the Schedulers link or go to Settings > Attendance > Automation > Overtime Scheduler. For setting up overtime schedulers, refer to Overtime Scheduler.
    2. To submit, approve, and export approved overtime hours, refer to Overtime Submission, Approval, and Export Approved Overtime.
  1. Enable and set required overtime rules:
    1. 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 cab be recorded as Daily Overtime, and work hours exceeding 10 hours per day can be recorded as Daily Extended Overtime.
      InfoWhen the expected work hours for a day is greater the configured overtime limit, the system calculates overtime only for the hours worked beyond the organization’s expected work hours.

      Example:

      Organization expected work hours: 8 hours per day
      Overtime configured limit: More than 7 hours per day
      Imposed maximum work hours: 10 hours per day
      Hours worked for the day by employee: 11 hours

      Work hours enforcement
      - Since the maximum allowed work hours per day is 10 hours, only 10 hours are considered by the system.
      - The extra 1 hour is not considered as work hours.

      Overtime calculation
      - Overtime is calculated only for the hours worked beyond the organization’s expected work hours, up to the configured maximum work hours limit.
      - As per above example, Overtime = 10 − 8 = 2 hours


    2. 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 can be recorded as Weekly Overtime and 48:00 hours per calendar week can be recorded as Weekly Extended Overtime

    3. 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.
    4. Bi-Monthly overtime: Enable and configure to track employee overtime and extended overtime over a two-month period.

      For example: Employees’ work hours exceeding 320:00 hours in a two-month period can be recorded as Bi-Monthly Overtime, and hours exceeding 352:00 hours can be recorded as Bi-Monthly Extended Overtime.
    5. Quarterly overtime: Enable and configure to track employees' overtime and extended overtime over a three-month period.


      For example: Employees’ work hours exceeding 480:00 hours over three months can be recorded as Quarterly Overtime, and hours exceeding 528:00 hours over three months can be recorded as Quarterly Extended Overtime.
    6. Yearly Overtime: Enable and configure to track employees' overtime and extended overtime over a 12-month period.

      For example: Employees’ work hours exceeding 1,920:00 hours over 12 months can be recorded as Yearly Overtime, and hours exceeding 2,112:00 hours can be recorded as Yearly Extended Overtime.

    7. 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.

    8. 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.

  2.  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.


  3. Turn on the following notifications to alert employees and their reporting managers when the overtime limit is reached.
    1. Notify when monthly overtime exceeds the given limit.
      Info
      For this alert, weekend extended overtime hours are excluded for limit calculation.
    2. Notify when yearly overtime exceeds the given limit.

    3. Notify when the monthly overtime limit exceeds the specified number of times in a year.
      Info
      For this alert, weekend extended overtime hours are excluded for limit calculation.
    4. Notify when the total monthly overtime exceeds the given limit.

      Info
      For this alert, all overtime hours for the month are included for limit calculation, which also includes weekend extended overtime hours.
    5. 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.



      Info
      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.
  4. 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.
  1. Navigate to Reports > Organization reports > Attendance > Overtime policy report ('Article 36 report' for Japan region)
  2. Click the filter option, select the required overtime policy, apply required filter, and click Submit to view the corresponding report.
  3. Click on the ellipsis icon and click Export to export the overtime report in XLS XLSX or CSV format.



Overtime data

  1. Regular Work Hours: Scheduled work hours an employee is expected to work during a workday.
  2. Daily Overtime: Hours worked beyond the scheduled work hours in a single day.
  3. Daily Extended Overtime: Hours worked beyond the daily overtime hours.
  4. Weekly Overtime: Hours worked beyond the scheduled total work hours in a calendar week.
  5. Weekly Extended Overtime: Hours worked beyond the weekly overtime hours.
  6. Monthly Overtime: Hours worked beyond the scheduled total work hours in a calendar month.
  7. Monthly Extended Overtime: Hours worked beyond the monthly overtime hours.
  8. Bi-Monthly Overtime: Hours worked beyond the scheduled total work hours in a 2-month period.
  9. Bi-Monthly Extended Overtime: Hours worked beyond the overtime hours defined for the same 2-month period.
  10. Quarterly Overtime: Hours worked beyond the scheduled total work hours in a 3-month period.
  11. Quarterly Extended Overtime: Hours worked beyond the overtime hours defined for the same 3-month period.
  12. Yearly Overtime: Hours worked beyond the scheduled total work hours in a calendar year.
  13. Yearly Extended Overtime: Hours worked beyond the yearly overtime hours.
  14. Weekend Overtime: Hours worked on weekends within the scheduled work hours.
  15. Weekend Extended Overtime: Hours worked on weekends beyond the weekend overtime hours.
  16. Holiday Overtime: Hours worked on holidays within the scheduled work hours.
  17. Holiday Extended Overtime: Hours worked beyond the holiday overtime hours.
  18. 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.
  19. Late Night Overtime: Overtime hours that fall within the late-night period are recorded as late night overtime.
  20. 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.

Edit Overtime Policy

AlertChanges made to the daily, weekly, and monthly overtime hours will change the overtime values in the corresponding report.
To edit overtime policy:
  1. Navigate to Settings > Attendance > Configuration > Overtime Policy.



  2. Click on the policy name.
  3. Make the required changes to the overtime policy.
  4. Click Save.

Delete Overtime Policy

Alert
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:
  1. Navigate to Settings > Attendance > Configuration > Overtime Policy.
  2. Hover over the policy and click on the Delete icon.

Learn more:
  1. Overtime Scheduler - Attendance Overtime Approval
  2. Overtime Submission, Approval, and Export Approved Overtime
  3. Approvals - Overview & Use Cases