9.1 Pre-Authorization of Overtime

9.1 Pre-Authorization of Overtime


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Pre-Authorization

1. This facility allows for overtime to be authorized ahead of time. The feature must be enabled from ‘Setup’, ’System Configuration’ (please see Configuration manual for more) and User Groups should be adjusted accordingly.
 
2. Once enabled, the Pre-authorization window is accessed from the ‘Action’ menu.
 


3. The window is similar to the Day Schedule, presenting all employees selected in the list. To apply pre-authorized overtime, select the amount of OT to be applied from the bottom drop-down list (shortcuts can be created in the same manner as in the Day Schedule – see next section of this manual), and then click on the day the employee should be allowed to earn OT. When working with a selected authorization, right-clicking on a person will allow copying of their schedule.

4. In the below screenshot an employee has been pre-authorized for two hours of OT on Monday and Tuesday (already saved and so shaded green), three hours on Thursday and Friday (not yet saved and so shaded cyan). The employee will still need to clock for Thursday and Friday hours before earning them. Also note that this is not pre-approved OT, it’s pre-authorized OT – the day program the employee is on must be one that issues unauthorized OT.

5. Different authorization categories can be selected from the drop-down menu showing ‘Unauthorized 1.5’ below. The ‘Show All Pre-Authorizations’ toggle button will show all categories. If a reason needs to be applied to each pre-authorization, the reason should be selected or added prior to the pre authorizing actions. To view applied reasons, place a check in ‘Show Reasons’. Reasons here work similarly to the Overtime Authorization screen.

6. Above the employee has been pre-authorized for two hours on Tue 29.

7. In the screenshot to the right, we see the Daily Details view of the employee having earned pre-authorized overtime. Any fully pre authorized amounts will be in blue, partially approved will be in green, declined time in red.
 

8. If this earned Pre-authorized time is Unauthorized (cancelled), it reverts to unauthorized OT and disappears from the Overtime Pre-Authorization screen. 

9. Note the employee is only pre-authorized for actual time worked. If no comment was applied during the pre-authorization process, the default comment is “Pre-Authorized”.
 

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