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Overtime Rounding: Setup and How It's Calculated

Overview

This feature standardizes how overtime (OT) is computed by applying a rounding mechanism based on configured increments, while ensuring that:

  • OT is based on actual biometric logs
  • OT is only computed if approved
  • OT is rounded down to the nearest increment
  • OT is capped by approved hours

This applies to both:

  • Early OT
  • Normal (after-shift) OT

Setup Requirements

To enable this feature for your organization, you may submit a Change Request Form. In the CRF, tick the Enable Overtime Increments Policy checkbox and indicate the rounding increment:

  1. OT Rounding On/Off – Whether rounding is applied at all. If turned off, OT will be computed using the exact, unrounded time worked.
  2. Rounding Increment – The interval (in minutes) that OT gets rounded down to. A common setting is 30 minutes.

For example, with rounding enabled and a 30-minute increment:

Result:
 All computed OT will be rounded down to the nearest 30-minute increment

Computation Logic

1. Approval Requirement

  • OT is only computed if there is an approved OT schedule

2. Log-Based Computation

  • OT is derived from actual rendered time within the approved window

3. Rounding Rule

  • OT is rounded down to the nearest configured increment

    Example (30-minute increment):
  • 1 hr 44 mins → 1 hr 30 mins
  • 2 hr 4 mins → 2 hr

4. Capping Rule

  • Final OT cannot exceed the approved OT duration

5. Independent Computation per OT Type

  • Early OT and Normal OT are computed separately
  • Final OT is the sum of both

Sample Scenario

Shift Details

  • Shift: 07:00 AM – 04:00 PM
  • Biologs: 05:51 AM – 06:04 PM

Overtime Report (System Output)

  • Early OT
    • OrdOT: 51 mins
    • OrdNDOT: 9 mins
    • Approved: 05:00 AM – 08:00 AM
    • Actual: 05:51 AM – 07:00 AM
    • Final OT: 1 hour
  • Normal OT
    • Approved: 04:00 PM – 06:04 PM
    • Actual: 04:00 PM – 06:04 PM
    • Final OT: 2 hours

Attendance Report (Combined View)

  • Total OT: 3 hours
  • OrdOT: 2:51
  • OrdNDOT: 0:09

Overtime Report Behavior

In the Overtime Report:

  • Early OT and Normal OT are displayed as separate entries
  • Each entry shows:
    • Approved OT Schedule
    • Biometric Logs
    • Approved Minutes
    • Computed OT per premium

In the Export to Excel:

  • OT values reflect rounded and capped results
  • Total OT is the sum of all OT types

Attendance Report Behavior

In the Attendance Report:

  • OT is displayed as a combined total
  • Premiums are split into:
    • OrdOT
    • OrdNDOT

 Limitations

  1. OT is not computed without approval, even if logs exist
  2. Rounding is always down, not up
  3. OT outside the approved window is ignored
  4. Early OT and Normal OT cannot overlap in computation
  5. This feature does not affect:
    • Holiday premiums
    • Rest day OT logic
    • Night Differential rules

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