Handling Employee Over Time Requests in FOX HR
Employees can create overtime requests in FOX HR if they have any high-priority tasks. Reporting managers can approve or reject the request based on the work policy.
To access employee overtime request
Fox HR →Requests →Overtime Request
All Employees shall have access to create Overtime Request. The employee can create an Overtime Request, view the created request at any time. The employee who created the request can cancel until it is approved completely.
Creating Overtime Request
When the employee clicks on the ‘Overtime Request’ card on the Employee Requests page, the system shall navigate to a new screen for creating the Overtime Request. On top of the page, the page’s path shall be displayed as ‘Employee Requests / Overtime Request.’
The screen shall have the following fields for the employee to enter the details:
Overtime Type – There shall be two types of Overtime requests, the first type is requesting for single-day overtime, and the second type is requesting for multiple days overtime in one request. There shall be a radio button group, with two radio buttons, ‘Single Day’ and ‘Multiple Days.’ By default, the ‘Single Day’ radio button shall be selected.
- Single Day Overtime
There shall be the following fields when the ‘Single Day’ overtime type is selected:
- Overtime Required Date – The date for which overtime is required shall be captured in this field. This field shall be a date field with a date picker for the user to select the date.
- Expected Hours – The expected overtime hours shall be selected in this field. This field shall be a dropdown with the option to select Hours and Minutes.
- Multiple Days Overtime
There shall be the following fields when the ‘Multiple Days’ overtime type is selected:
- From Date – The user shall be able to select the multiple days between a date range. The starting date of the date range shall be entered in this field. This field shall be a date field with a date picker.
- To Date – The user shall be able to select the multiple days between a date range. The ending date of the date range shall be entered in this field. This field shall be a date field with a date picker.
- Once the date range is entered, the system will display all the dates within the date range. The fields available in the group shall be in the following format.
- ‘Expected Overtime Hours’ <Date> <Option to select Overtime Hours & Minutes>
- At the end of the individual dates, there shall be a total of all the days in the following format.
- ‘Expected Total Overtime Hours’ <Total Overtime Hours for all the days>
- Comments – The employee shall be able to enter any comments regarding the Overtime Request in the ‘Comments’ field. This shall be a text field and a non-mandatory field.
- Attachment – There shall be an option for the employee to attach files related to the Overtime request.
- Submit – There shall be an option to submit the Overtime Request. Once all the mandatory fields are entered, the user shall be able to Submit the request.
- Cancel – If the user does not want to submit the request, then the user can click on cancel, which will cancel the request without submitting/processing further.
Viewing an Overtime Request
The employee who has created the Overtime Request shall be able to view the Overtime Request at any time by going to the ‘My Requests’ tab under the Dashboard. The employee who has created the Overtime Request can cancel until the request is approved completely.
The page shall be divided into five areas: Header, Request Details, History, Workflow Status, and Workflow Comments.
In the Header area of the page, the following details shall be available:
- Request Type
- Date of creation of the Request
- Cancel Request
- Employee Profile Photo
- Employee ID
- Employee Name
- Job Title
- Request Status
In the Request Details area of the page, the following details shall be available:
- Overtime Type – The overtime type in the request shall be displayed.
Single Day Overtime
- There shall be the following fields when the ‘Single Day’ overtime type is selected:
- Overtime Required Date – The Overtime Required Date from the request shall be displayed.
- Expected Hours – The expected overtime from the request shall be displayed.
Multiple Days Overtime
- There shall be the following fields when the ‘Multiple Days’ overtime type is selected:
- From Date – The ‘From Date’ from the request shall be displayed.
- The ‘To Date’ from the request shall be displayed.
- All the dates and the respective overtime from the request shall be displayed.
- The Total overtime for the days shall be displayed from the request.
- Comments – Any comments entered in the Overtime Request shall be displayed.
- Attachment – Any attachment added in the Overtime Request shall be displayed, and approvers can view it.
In the ‘Employee Overtime History’ area of the page, the details of the employee’s last five Overtime requests shall be available. The history shall be displayed in card view, and each card shall have the following details:
- Heading – There shall be a heading for the card, which shall be the ‘Overtime Type’ of the request.
- Status of the request – The status of the requests shall be displayed, with the date & time of action.
- Overtime Hours – The total overtime hours in the request shall be displayed.
- Overtime Value – The total overtime value in the request shall be displayed.
- If there is no request for the employee, then in the card, the text ‘No Request’ shall be displayed.
In the Workflow Status area of the page, the following details shall be available:
The workflow levels for the Overtime Request shall be displayed in card views. Each workflow level shall have a card. There shall be an option to scroll left or right to view the cards if the number of cards is more than the page width.
Each card shall have the following details:
- The sequence of the Workflow level
- The status of the Workflow level
- Profile Photo of the Approver
- Name of the Approver
- Job Title of the Approver
- Received Date/Time
In the Workflow Comments area of the page, the following details shall be available:
There shall be an option for the users who have access to view the details of the request to put comments at any point in time. The comments entered will be tagged against the user with the timestamp.
- Name of the person
- Date/time of Comment
- Add new Comment
Processing of approved Overtime Request in Payroll
After the request is approved successfully, the overtime value shall be updated in the payroll processing for the respective payroll period. Once the overtime is processed in the payroll, it should be marked as ‘Processed’ from ‘Approved’ to differentiate from any unprocessed requests for the period.
When the employee submits the Overtime Request, a notification will be triggered to the first approver. For Overtime Request, a push notification shall appear for the first approver near the right top of the web page. Also, there will be an Email notification for Overtime Request to the approver, requesting to view and approve the request.
To sum up
Employees can request overtime if they have to do some priority tasks. They can either apply for a single day or multiple days overtime request.
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