SchedulePro has a section within the system to manage overtime. Within this section overtime reset dates are set, volunteer overtime shifts are set up, and employee overtime can be reviewed and managed. What is available is based on the organization's configuration and individual permission settings.
Overtime Reset Dates
Overtime counting is used to determine who should be awarded various types of overtime. In most cases, overtime resets annually.
- To add reset dates to the system, go Home > Manage Overtime > Overtime Reset Dates.
- Enter the next date that overtime should reset on, then hit Add
- If a date was entered by mistake, simply click the red X to remove it.
The system will automatically place every active employee back to zero hours as of the next reset date. If your organization has a special process for overtime resets, please review the article Overtime Resetting Hours for the New Fiscal Year.
Setup Eligible Overtime Volunteer Shifts
If your organization is set up with volunteering, system administrators can review and edit shifts employees can volunteer for when they are working and when they aren't working. These shifts are also set up per hourly type, so your employees will only see relevant options to them.
- To set up volunteer shifts, go Home > Manage Overtime > Setup Eligible Overtime Volunteer Shifts
- Select the Primary Hourly Type to set shifts up for - this is set on the employee's shift pattern and will determine what shifts they can sign up for
- Check the boxes for shifts employees see on non working days, and working days
- Hit Save
- Repeat for other hourly types your organization uses
Manage Employee Overtime
This section allows users to review overtime hours, refusal hours, make adjustments to both, and review or manage employee volunteering based on your user role. Refusals and volunteering are dependent on your organization's settings.
- Overtime Up to Date - the date overtime counting is up to (very important to set this appropriately when reviewing overtime totals)
- Overtime Adjustment Hours - total number of hours overtime hours submitted to SchedulePro for adjustments
- Overtime Hours - scheduled overtime hours in SchedulePro up to the date selected above
- Refusal Adjustment - total number of refusal adjustments made within SchedulePro
- Refusal Hours - total number of refusal hours submitted directly in SchedulePro outside of adjustments
- Total Overtime Hours - sum of all four overtime hours
- OT Slip - section to view and manage volunteer OT slips per employee
Adjusting Overtime or Refusal Hours
To add adjustments to overtime hours or refusal hours, locate the employee, and select the correct adjustment cell.
Click New Adjustment.
Set the overtime up to date for the adjustment, the overtime and/or refusal adjustment hours, then OK to save.
Notice that the Total Hours are updated to reflect the Overtime Hours plus Overtime Adjustment Hours.
From the adjustment screen, you will see adjustments made, make edits to existing adjustments, delete adjustments, or create new adjustments.
Hit Return to Previous Screen to navigate back to the OT Slip for the employee.
NOTE: Making adjustments to overtime or refusal hours needs to include the total overtime/refusal adjustment hours up to the date you are entering for.
Managing Refusals
Refusals added to the system through schedule actions or quick edit can be viewed and managed by clicking on the blue cell under Refusal Hours for individual employees.
Once selected, a list of refusals will appear as of the Overtime Up to Date entered. You can view the shift date, position/location/shift code, refusal code, the date it was issued (refused), and hours charged.
Depending on permissions, you may have the ability to edit or delete the refusal charges. If editing the refusal, you can change the reason, OT hours, multiplier, or add a comment. Hit OK to save.
Employee Volunteer OT Slip
Depending on your user role, you may have access to view or edit employee overtime slips. It is recommended to have employees sign up for their own OT for auditing purposes, but you can do this on their behalf when necessary.
To view or edit the slip, locate the employee and hit Edit under OT Slip.
Select the Week Beginning date you wish to see a full 7 days for.
You will see the shift they are working, shifts they can or did volunteer for, the date they signed up, and the deadline for submissions.
Once changes are made to the overtime slip for that week, hit Save. You must save changes before navigating to the next date range.