Overtime

You can access the summary of overtime requests in different ways:

• From the home page, under Pending Requests
  or

• Through the left-hand menu under Time > Overtime

In both cases, locate the overtime request you want to approve or decline.

💡 A request that would result in the employee’s balance going negative will be marked with a red exclamation point. Hover over the exclamation point to see the details of the request and the remaining balance if it is approved.

To approve the request, click on the green check mark in the Status column. A confirmation email will be sent to the employee.

To decline the request, click on the red X in the Status column. A rejection email will be sent to the employee.
⚠️ The denied request will be deleted. It will be completely removed from the platform and will no longer be accessible.

Follow the steps below to create an absence entry for an employee:

1. Go to Time > Overtime, then click +Add in the top right corner.

2. Select the employee for whom you want to add the overtime.

3. Add the date and number of hours.

4. Input the type of overtime:

   To add hours select:

   • Banked Hours

   • Banked Hours – To be used

   • Banked Hours – To be paid

   To use overtime that's already banked, select one of the following:

   • Hours Used – Paid

   • Hours Used – Taken

5. Select value of the overtime:

   OT at 1.0, OT at 1.5 or double.

6. Click on Add.

👉 Note

• The type Hours Used – Taken generates a day off with the mention TU in the timesheet and will be paid. 

• An entry of the type Hours Used - Paid adds paid hours in the timesheet under Paid Banked Hours. It will not show as an absence on the day of.  

• To create an overtime entry for an inactive employee, turn on the toggle button at the top left labeled show inactive employees.

Approval and notification
👉 When an overtime entry is created through the overtime module (and not through an employee request), it is automatically approved and does not generate an email notification. However, the information will still be visible to the employee in the overtime module.

1. Go to the detailed analysis via Time > Overtime.

2. Find the request for the employee in question and click the pen and paper icon to edit the request.

3. Click Delete at the bottom left.

4. A confirmation window will appear. Confirm that you want to delete the entry or request.

⚠️ WARNING: The request will be permanently deleted.

The importance of accuracy in managing overtime is crucial to ensuring efficient administration of worked hours. This article outlines the procedure to correctly assign overtime in Folks.

1. Understanding types of banked hours
It is essential that the employee specifies their choice between two options for their overtime:

• Banked hours – To be used:
  The employee chooses to bank their time to take it at a later date.

• Banked hours – To be paid:
  The employee prefers to be paid for the overtime worked.

2. How to change the type of overtime for a request 
Follow these steps to change the overtime type:

1. Go to Time > Overtime.

2. Use the Employee dropdown list to find the relevant employee and date.

3. Click the edit button on the request (pencil-and-paper icon).

4. In the Type dropdown menu, select Banked hours – To be paid or Banked hours – To be used.

5. Don’t forget to save your changes.

3. Updating the timesheet after editing the type of overtime :

1. Go to Time > Timesheet.

2. Select the relevant pay period and locate the employee’s name.

3. In the Overtime column, verify that the hours are displayed correctly.