Overview
This article explains why an employee’s overtime (OT) logs may not be reflected in the system despite having worked beyond their scheduled hours. It also provides guidance on how system thresholds affect log capture and the recommended steps to resolve similar cases.
Scenario Example
An employee had the following schedule:
- Normal Shift: 6:00 AM to 3:00 PM
- Overtime (OT): 3:00 PM to 11:00 PM
However, the OT logs did not reflect in the system.
Root Cause
The OT logs were not captured because they fell outside the configured company threshold settings.
For the given setup:
- The employee’s scheduled shift ends at 3:00 PM
- The system did not capture the log-out at 11:58 PM because it exceeded the post-shift threshold
Threshold for Normal Schedule:
Log in/s - within 6 hours before the shift start
Log out/s - within 8 hours after the shift end
How Pre-Shift and Post-Shift Thresholds Work
You may refer to this knowledge base article for more details:
Why the OT Was Not Recorded
In this case:
- Shift End: 3:00 PM
- Post-shift threshold allows logs only up to 11:00 PM (approx.)
- The employee logged out at 11:58 PM
Since the log-out exceeded the post-shift threshold, the system did not include it in OT computation.
Recommended Resolution
To correct the record, an Admin may:
1. Create a Schedule Adjustment
Update the employee schedule to align with actual working hours:
- Adjusted Schedule Example: 7:00 AM – 4:00 PM
📌 Refer to: Schedule Date-Tagging: How to Add a Schedule Adjustment
2. File Overtime Requests
After the schedule adjustment, the employee may file OT accordingly:
- Early OT: 6:00 AM – 7:00 AM
- Normal OT: 4:00 PM – 11:00 PM
Adjusting System Thresholds (Optional)
If the current thresholds do not fit operational needs, Admins may request a modification.
To proceed:
- Submit a Change Request Form (CRF)
- Clearly indicate whether the change applies to:
- Normal shift or Flexi-day shift
- Pre-shift threshold or Post-shift threshold
Important System Limitation
The total allowable time must not exceed 23 hours, distributed across:
- Pre-shift hours
- Actual working hours (including breaks)
- Post-shift hours
Example configuration:
- Pre-shift: 4 hours
- Work schedule (including breaks): 9 hours
- Post-shift: 10 hours
- Total: 23 hours
Effective Date of Changes
Please note:
- Any backend threshold or policy updates will only apply moving forward
- Changes will not retroactively affect past logs
For reference: Date Tagging: Company Policy
Best Practice Reminder
To avoid missing OT logs in the future:
- Ensure schedules align with actual work performed
- Always consider pre-shift and post-shift threshold limits
- Encourage employees to file OT within valid system windows
Want real-time responses? Explore Sidekick, your 24/7 guide for product inquiries!