Overtime, comp-off and short leave
Overtime is counted from the punches by your overtime rule and either paid through payroll at your rates or turned into comp-off. Work on a weekly off or a holiday earns comp-off by claim. Short permissions of an hour or two stay within your monthly limits.
PLANSEvery plan
The problem it solves
- Supervisors write overtime on paper, and payroll pays whatever reaches them.
- People who came in on Sunday are promised a day off that nobody records.
- Comp-off balances grow for years because nothing expires.
- Short permissions to leave early are taken every other day with no limit.
How it works
- Make an overtime rule under Time & Attendance > Configuration > Rules > Overtime Rules. Set the mode, Counts After (min), Max per Day (min), the rates and the comp-off minutes. Link it from the attendance rule or give it its own Applies To.
- Each day the system counts overtime from the punches. On a working day it counts the minutes after the shift ends; on a weekly off or holiday, everything worked. Below Counts After nothing is counted.
- For paid overtime, the employee sends an Overtime / Extra Work request when the rule asks for approval. Where the rule lets them choose, they pick Pay or Comp-off on the request.
- From the Growth plan, payroll pays the approved overtime hours times the rate of the day. It also pays the shift allowance for each day on a shift.
- For comp-off, the employee claims it under Leave > Comp-off Claims with the date worked and the work done. The system reads that day's attendance and fills in half a day or a full day. The manager approves and the days go to the comp-off balance.
- For a short absence, the employee sends a Permission request with the time from and to. The permission rule checks the monthly count and minutes.
Everything it does
Overtime rules
- Modes: not paid and not compensated (the default), paid, comp-off, comp-off only for work on holidays and weekly offs, employee chooses pay or comp-off
- Counts After (min): 30 to start with; Max per Day (min): 0 for no limit
- Rate on Working Days 1.5x, on Weekly Offs 2x, on Holidays 2x to start with
- Comp-off Half Day From 240 minutes, Full Day From 420 minutes
- Requires approval: on; paid overtime then needs an approved Overtime request for the day
- No overtime rule is ready to start with, so nothing is counted until you make one
Comp-off
- A leave type Comp-off (CO) and the policy Comp-off: use within 60 days are ready to start with
- Claims: Worked On and Work Done; minutes and days filled in from that day's attendance; statuses Waiting Approval, Approved, Rejected
- Refused at once when the rule pays overtime or gives nothing. Also refused when the rule gives comp-off only for offs and the day was a working day. It is also refused when the minutes are below the half day
- Comp-off Expiry: does not expire, end of the same month, or after N days (60 to start with)
- Max Comp-off Balance: 0 for no limit; above it, only the days up to the maximum are given
- Approved days are dated the day worked and used like any leave, oldest first
- Essential staff who work on a declared holiday earn comp-off or overtime by their rule
Permissions (short leave)
- Permission Allowed: on; switch it off for a group, for example during probation
- Permissions a Month: 2; Max Minutes Each: 120; Min Minutes Each and Max Minutes a Month: 0 for no limit
- Only at the Start or End of the Shift: coming late or leaving early, not in the middle
- Consecutive Days Allowed and Combine with Half-day Leave: off to start with
- Beyond the limit: not allowed (the default), counts as a half day, or loss of pay for the hours
- One day only, with a time from and to; permission minutes are not counted as late or early
- Without a permission rule, permissions have no limits
Through payroll (Growth)
- Overtime hours: a salary component paying hours times the rate, for example Basic divided by 208 for an hourly rate
- Overtime taken as comp-off is not paid
- Shift allowance: days worked on a shift times the shift's Shift Allowance per Day
- Part-time staff: hours worked or days worked as the quantity of their pay
- The payslip shows the overtime hours and the paid days from attendance
Who uses it
EmployeeSends overtime and permission requests and comp-off claims.
ManagerApproves overtime, permissions and comp-off claims of the team.
Attendance ManagerSets the overtime and permission rules.
Leave UserDecides comp-off claims and follows the balances.
Payroll OfficerLinks the overtime and allowance components in the salary template.
Where you use it
- Web: Time & Attendance > Configuration > Rules > Overtime Rules and Permission Rules
- Web: Time & Attendance > Requests > My Requests (Overtime / Extra Work, Permission)
- Web: Leave > Comp-off Claims
- The SmartMy HRMS app: overtime and permission requests and their approval (built and in testing, not in the app stores yet)
- Reports: HRMS > Payroll > Reporting > Loss of Pay and Overtime (Growth)
What you control
Settings
- Overtime rule: Counts After 30 minutes, no daily cap, rates 1.5x, 2x and 2x. Comp-off is a half day from 240 minutes and a full day from 420, approval required
- Permission rule: 2 a month, 120 minutes each, only when allowed, beyond the limit not allowed
- Comp-off policy: expires after 60 days, no maximum balance
Approvals
- Attendance request: overtime and permission requests, decided by the reporting manager or the Attendance User unless you set other levels
- Comp-off claim: one chain per Entity, decided by the reporting manager or the Leave User unless you set other levels
Notifications
- Attendance Request to Approve and Attendance Request Decided: for overtime and permission requests, in the app, by push and by email
- HR Request to Approve (level): to the approvers of a comp-off claim, in the app, by push and by email
- All are transactional; a person can switch off a channel such as email, while in-app notices always arrive
Questions
Is overtime counted for coming early?
No. On a working day only the time after the shift ends counts, from Counts After onwards. On a weekly off or a holiday, everything worked counts.Can the employee choose money or a day off?
Yes, when the overtime rule's mode is employee chooses. They pick Pay or Comp-off on the overtime request, and the payroll leaves out what was taken as comp-off.Do comp-off days expire?
As your leave policy says: never, at the end of the same month, or after a number of days. The ready policy gives 60 days.Are overtime rates as per the Factories Act?
You set the rates yourself: 1.5x, 2x and 2x to start with, for working days, weekly offs and holidays. Set them to what your law and your agreement require.We are on Starter. Can we still track overtime?
Yes. Overtime minutes, comp-off and permissions are on every plan. Paying overtime and shift allowances through payroll starts with Growth.Related features
ATTENDANCEDaily attendance, regularisation and the registerEvery employee gets one attendance record a day with the status, paid days, loss of pay and late, early and overtime minutes. It says in plain words which rules gave the result. Employees correct missed punches by request, only authorised HR can change a day, and the monthly register exports to CSV.LEAVELeave types, credits, rules, year end and maternitySet up any leave type with its own credits and rules, and let the system keep every balance. Requests are checked against the policy when they are sent, approved through your chain, and closed at year end by carry forward, encashment or lapse.SHIFTS, OFFS AND HOLIDAYSShifts, rotations and the roster plannerDefine fixed, night, split and flexible shifts and run 24-hour rotations with teams offset from each other. Plan who works what on a grid of people by days. Shift swaps need the colleague's acceptance and the manager's approval, and every change flows into that day's attendance.PAYROLLPayroll runs, approval and lockRun payroll per Entity and pay period straight from the attendance record, with joiners, leavers and mid-month revisions worked out. Approvers review it on one screen, salaries can be held and released, and a paid payroll is locked and reopened only with a reason.PAYROLLSalary components, structures and revisionsBuild every salary component on a form and group them into templates. Give each employee a salary by annual CTC or monthly gross with the breakup worked out, and keep every revision with its date.
See your own month run in it.
Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.