How do I create a new overtime request?

Employee can click on My Overtime View menu under the Overtime section, the following page will appear.

Under the Search Criteria section, you can filter the overtime request by Created From (Date), Created To (Date), Status and Reference No (all box in red as shown in the image below), click on the Search button (box in black as shown in the image below) to retrieve records that matched the criteria.

The table (box in green as shown in the image below) will show all the relevant records.

To save a copy of the data in the table, click on the Export to Excel button (box in black as shown in the image above).

To apply a new overtime request, you can click on the Apply button (box in red as shown in the image above) and you will be redirected to the following page. 

Please be noted that in order to successfully create an overtime request, you need to set up the Route Matrix for overtime application under the Approval section in the Setting page. You also have to set up the overtime category from the Overtime Category under the Administration section.

Under the User Information section, you will be able to see details such as Issue For, Department, Company, Employment Type, Calendar and Issue By (box in red as shown in the image below).  Note that the Issue For will display the name of whom the requestor issues for. This will only be possible when the requestor has on-behalf access. The Issue By will display the name of the requestor who fills in the overtime request form.

Under the eOverTime Details section, you can fill in details such as the Date, OT Start Hours, OT End Hours, Option, Remarks and Project No (all box in red as shown in the image below). Note that the Day will be auto display according to the day of the Date selected and the Total Hours will also be auto calculated by the system base on the OT Start Hours and OT End Hours. 

Please also be noted that:

• The requestor is not allowed to put future date later than today's date to create overtime request
• OT Start Hour and OT End Hour are in 24 hours format and the overtime cannot exceed more than 1 day (24 hours) for each record entry.
• If the calendar has defined Start Working Hour and End Working Hour, the OT Start Hour will be defaulted to End Working Hour.
• The requestor must input OT End Hour for the system to calculate the total Hours.
• As for Option field, the selection will only be enabled if the requestor is an offshore employee. For office employee, the system will auto-categorize the Option field base on the input data and total hour.
  • For the offshore employees, if they select Shift (Worked day) in the Option dropdown list, they can select OT period across a day (across midnight), but the total OT hour in one day cannot be more than 24 hours.

After filling in all the details, you can click on the Add button (box in black as shown in the image above) to add the overtime details and the following table will appear. To remove any of the overtime details records, you can click on the Delete hyperlink (box in purple as shown in the image below) under the Delete column.

After filling in the Overtime request form, you can click the Save button (box in black as shown in the image below) to save the form. The status of the form will be changed to Draft status and the Ref No will be generated automatically. You can also click the Submit button (box in red as shown in the image below) and the form will be submitted to the approver. The status of the form will be changed to Pending status.

After submission, the Approval Route List section will generate the approval list based on the route matrix setting for the request. Under the Workflow Log section, it will be displayed that the requestor has submitted the Overtime request as shown in the following image.

By submitting the Overtime request, an email notification will be sent to the first-level approver in the route matrix.

After the status of the form has become Pending status, the Withdraw button (box in black as shown in the image below) will appear. You can click on the Withdraw if you want to withdraw the Overtime request. Withdrawing the Overtime request will change the status of the Overtime request to Withdrawn.

Note that it is a must to fill Workflow Log field if you want to withdraw the Overtime request and an email notification will be sent to the approver once the Overtime request form has been withdrawn.

To edit the overtime request, you can click on the reference number hyperlink (box in purple as shown in the image previously) under the Ref No. column and you will be redirected to the Overtime Details page. All fields will be disabled as shown in the following image.

If you like to edit the details of the submitted overtime request, you need to recall the Overtime request form by clicking the Recall button (box in black as shown in the image below) and the status of the form will be changed to Recalled status.

Note:

• You must fill in the Workflow Log field if you want to recall the overtime request.
• An email notification will be sent to the approver once the Overtime request form has been recalled.
• An email reminder will be sent to the approver informing that the requestor has recalled the overtime request.