Title: Overtime Authorization
This page describes optional processes that could be employed to handle overtime authorizations for employees. This could be either hourly time and a half overtime, or straight time overtime for salaried employees.
The majority of this page describes usage of Project Notes, where overtime may be requested via a Project Note, and approved via another Project Note. Tracking this in Unanet via Notes and emails is helpful as you have everything in one system for reference/audit.
Unanet performs all of the email notifications between the requester and approvers.
This is a paperless solution.
Unanet maintains a history of the request and approval.
What’s covered in this document:
Note Types may be created in Admin > Setup > Project > Note Types as follows:
- "OT Authorization Requested"
- "OT Authorization Approved"
A special Labor Category such as "OT Allowed" may also be set up, although this is not required. It would allow you to differentiate Assignments based on which date ranges allow the Labor Categories. If you have to track Labor Categories for your contracts, however, this may not be ideal or you may need more than one Labor Category (Senior Business Analyst-OT, Project Manager-OT).
Request and Approval of overtime authorization
The employee creates a Project Note to submit a request for authorization to charge the overtime. When entering the request, they use the email note feature to have the system send an email notification to the Manager (or other recipient) who needs to approve the request (email addresses are manually entered on this screen).
The Manager (or other approving user) then posts a Project Note in response which approves the request. They can choose the option to forward their response via email to the originating user.
Optionally, the Resource Assigner assigns the employee to the project
You may consider assigning the employee to a special ”OT Allowed” Labor Category and date range within which the employee may charge overtime.
You may also consider creating a Task called Overtime and only assigning the person(s) authorized to charge to that Overtime Task in conjunction with an Overtime Pay Code (note that this may be enforced with a VSP, see section below).
Additional Labor Categories must be loaded into the Unanet Master Labor Category table which indicates the ability of the exempt individual to charge OT.
Assignments may be performed at the Project or Task level (depending on the Project Profile setting).
Optional Custom Stored Procedure to perform validations upon timesheet submission
A custom stored procedure can be developed to help validate/enforce proper overtime charging. Contact your Customer Success Manager or consultant for more information.
For example, it may contain logic that:
Validates that the person is associated with the ”OT Allowable” Labor Category in the Assignment for the dates that the OT Pay Code is charged.
Validates your rules such as any minimum hours threshold necessary to charge OT (for example, may only charge overtime based on 8 hours worked in a day, or 40 in a week).
- Validates that OT Pay Codes are only ever charged against an OT Task (which would only be available via creation of an assignment for that person).
Person and Project User Defined Fields
In this option, you use a combination of both person and project UDFs to restrict Overtime. Non-Exempt users always have the person user set to Y but can only charge Overtime to projects that also contain a Y. Exempt users must have both flags set to Y. The theory here is that project managers will know when or if Overtime is required on their projects set the project UDF accordingly. On the person side, management can control when exempt users should receive straight time OT by Employee Type.
You can manage the approval process outside of Unanet, but utilize Employee Types to restrict exactly who could charge to OT. Once approved, the person was moved into the OT Employee Type and was given access to charge to an OT task. A VSP can restrict OT usage only on that OT task.