An Overtime Entry records extra hours worked by an employee beyond regular shift time. Overtime can be entered manually or calculated from attendance. Payment settles through a Pay Run (payment category Overtime — 7) or an immediate Cash Advance Voucher linked via overtimeEntryId.
Go to Payroll → Overtime Entry. The list shows every overtime record with employee, period, hours, amount, balance, and status.
List columns
| **Column** | **Shows** |
|------------|-----------|
| Id | Overtime record reference. |
| Employee | Employee who worked overtime. |
| From | Start date of the overtime period. |
| To | End date of the overtime period. |
| Process Date | Date used for payroll processing (defaults to period end). |
| No. of Hours | Total overtime hours. |
| Amount | Calculated overtime amount (hours × rate). |
| Balance | Remaining payable balance after partial settlement. |
| Status | Current status. |
Quick filter tabs
| **Tab** | **Shows** |
|---------|-----------|
| Default | All except cancelled. |
| Approved | Approved, unpaid overtime. |
| Draft | Saved but not approved. |
| Closed | Fully settled (via pay run or cash advance voucher). |
| Cancelled | Cancelled records. |
Advanced Filters
Id, Employee, From, To, Process Date, Branch, Brand, Status, and Created date.
List row actions
| **Action** | **Available when status is** |
|------------|------------------------------|
| Edit | Draft, For Revisal |
| Delete | Draft, For Revisal |
| View | All statuses |
Quick Start — Create an Overtime Entry
1. Navigate
Go to Payroll → Overtime Entry and click New.
2. Fill in details
Select the Employee *.
Set Year * and Month *.
Define the Period * (From / To dates within the selected month).
Enter No Of Hours and Per Hour Rate. Use Get Rate to pull the rate from the employee's Salary Configuration.
Amount is auto-calculated as hours × rate.
Optionally add Notes, Branch, and Brand.
3. Save
Save — keeps the entry as Draft.
Save And Approve — approves in one step.
4. Settle payment
Pay Run — include approved overtime in the employee's next pay run (payment category 7).
Pay (from view menu) — create a Cash Advance Voucher linked to this overtime entry for immediate off-cycle payment.
Header Fields Reference
| **Field** | **Description** |
|-----------|-----------------|
| Employee * | Employee who worked overtime. Required. |
| Year * | Payroll year for the overtime period. Required. |
| Month * | Payroll month. Required. |
| Period (From / To) * | Date range within the selected month. Required. |
| No Of Hours | Total overtime hours worked. |
| Per Hour Rate | Rate per overtime hour. Use Get Rate to fetch from salary configuration. |
| Amount * | Total overtime amount. Auto-calculated; required. |
| Process Date | Processing date (auto-set to period end). Used when pulling into pay run. |
| Notes | Optional remarks. |
| Branch | Branch tag. |
| Brand | Brand tag. |
Manual OT vs Attendance-Calculated OT
Two paths feed overtime into payroll. Both use payment category Overtime (7) on the pay run.
| **Source** | **How it works** | **When to use** |
|------------|------------------|-----------------|
| Manual Overtime Entry (this screen) | User creates and approves an overtime entry with hours and rate. Auto-pulled into pay run when approved and in period. | Off-cycle OT, corrections, or when attendance OT is not tracked. |
| Attendance-calculated OT | When Consider Attendance is enabled, the pay run engine reads OT hours from Daily Attendance and calculates amount using Overtime Rate Per Hour from Salary Configuration. Regular OT below HR Settings → Minimum overtime minutes is treated as 0. Holiday OT is not filtered. | Standard monthly payroll where OT is captured in attendance. |
Important: Do not double-pay the same hours. If attendance OT is already calculated on the pay run, do not also create a manual overtime entry for the same period unless you exclude those hours from attendance.
Rate sources
| **OT type** | **Rate used** |
|-------------|---------------|
| Regular OT hours | Overtime Rate Per Hour from salary configuration |
| Holiday OT days | Holiday OT Rate Per Hour from salary configuration |
Actions & Status
View toolbar actions
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Approve | Approves the overtime entry. | Draft, For Revisal |
| Edit | Opens for editing. | Draft, For Revisal |
| Delete | Permanently removes. | Draft, For Revisal |
| Clone | Creates a copy. | All (if permitted) |
| Print | Prints the entry. | All |
More menu (⋮) actions
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Pay | Opens a new Cash Advance Voucher with overtimeEntryId pre-filled. Pays OT outside the pay-run cycle. | Approved |
| Cancel | Cancels the entry. | Approved, For Revisal, Closed |
| Master Update | Updates selected header fields. | Approved, Closed |
| Add/Update Note | Adds or edits notes. | All |
| Print | Prints the entry. | All |
Statuses
| **Status** | **Description** |
|------------|-----------------|
| Draft | Saved but not approved. Editable. |
| Approved | Finalized. Eligible for pay run or Pay action. Balance = full amount. |
| For Revisal | Sent back for correction. |
| Cancelled | Cancelled. Not payable. |
| Closed | Fully settled — included in an approved pay run or paid via cash advance voucher. |
Balance tracking: When a cash advance voucher partially pays overtime, balance reduces. When the remaining balance is settled through pay run, status moves to Closed.
Connection with Pay Run
Approved manual overtime entries appear in the Salary Payables section of a pay run under payment category Overtime (7).
| **Step** | **What happens** |
|----------|------------------|
| OT entry approved | Status → Approved. Amount available for settlement. |
| Pay run draft | Approved OT entries in the pay period are auto-pulled as a payment line (category 7). |
| Pay run approved | OT entry status → Closed (or balance reduced if partially paid). |
| Pay run cancelled | OT entry reverts to Approved with balance restored. |
Attendance OT on the same pay run: If attendance OT hours are also calculated, they appear as a separate Overtime (7) line derived from attendance — not from an overtime entry document. Manual entries and attendance OT are independent sources; avoid duplicating hours.
Alternate settlement — Cash Advance Voucher
Use Pay on an approved overtime entry to pay immediately:
The voucher posts the cash/bank payment immediately. When the OT is later included in a pay run (for balance settlement), the pay-run journal nets against Salary Payable.
Cancel on pay run or voucher reverses the linked settlement and reopens the overtime entry.
Worked Example — Manual OT + Pay Run
Employee: Priya. Salary config: OT rate ₹150/hr. Manual entry: 8 hours on 20–22 Mar, amount ₹1,200. Entry approved.
Attendance also shows 2 holiday OT days — calculated separately at holiday OT rate.
Net pay includes both OT lines.
On pay-run approve: overtime entry → Closed.
Alternate — immediate payment: Instead of waiting for pay run, manager uses Pay → Cash Advance Voucher for ₹1,200. Entry closes immediately; no OT line on pay run.
Best Practices
Set Overtime Rate Per Hour and Holiday OT Rate in each employee's Salary Configuration before creating entries.
Use Get Rate on the entry form to avoid manual rate errors.
Choose one settlement path per entry — pay run or cash advance voucher — and track balance.
When attendance OT is enabled, reconcile manual entries against attendance hours to prevent double payment.
Restrict the period to the correct payroll month so auto-pull on pay run matches expectations.
FAQ
What is the difference between manual OT and attendance OT?
Manual OT comes from an approved Overtime Entry document and is not filtered by Minimum overtime minutes. Attendance OT is calculated automatically on the pay run from daily attendance hours and salary-config rates; regular OT below HR Settings → Minimum overtime minutes is treated as 0. Both post under payment category 7.
Can I pay overtime before the monthly pay run?
Yes. Use Pay on the approved entry to create a Cash Advance Voucher linked via overtimeEntryId.
Why does my overtime entry show a balance?
A cash advance voucher partially paid the OT. The remaining balance will settle on the next pay run or another voucher.
What payment category is used on the pay run? Overtime (7) for both manual entries and attendance-calculated OT.
Can I edit an overtime entry after approval?
No. Cancel the entry and create a new one, or use Master Update for limited header fields.
Does attendance-calculated OT duplicate manual OT entries?
Avoid entering manual OT for hours already covered by attendance calculation on the same pay run — Refetch aggregates attendance OT under category 7.
What happens when I use Pay on an overtime entry?
Creates a Cash Advance Voucher linked via overtimeEntryId. Recovery still occurs on subsequent pay runs if balance remains.
Can overtime span midnight or multiple days?
Enter hours and date on the overtime entry form — pay run pulls approved entries whose dates fall in the pay period.
Where are OT rates configured?
On Salary Configuration OT rate fields — used when pay run calculates OT from attendance hours.
Related Topics & Videos
Related documentation
Pay Run Dashboard — Pending Overtime opens this list with status Approved.
List columns
| **Column** | **Shows** |
|------------|-----------|
| Id | Overtime record reference. |
| Employee | Employee who worked overtime. |
| From | Start date of the overtime period. |
| To | End date of the overtime period. |
| Process Date | Date used for payroll processing (defaults to period end). |
| No. of Hours | Total overtime hours. |
| Amount | Calculated overtime amount (hours × rate). |
| Balance | Remaining payable balance after partial settlement. |
| Status | Current status. |
Quick filter tabs
| **Tab** | **Shows** |
|---------|-----------|
| Default | All except cancelled. |
| Approved | Approved, unpaid overtime. |
| Draft | Saved but not approved. |
| Closed | Fully settled (via pay run or cash advance voucher). |
| Cancelled | Cancelled records. |
Advanced Filters
Id, Employee, From, To, Process Date, Branch, Brand, Status, and Created date.
List row actions
| **Action** | **Available when status is** |
|------------|------------------------------|
| Edit | Draft, For Revisal |
| Delete | Draft, For Revisal |
| View | All statuses |
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Approve | Approves the overtime entry. | Draft, For Revisal |
| Edit | Opens for editing. | Draft, For Revisal |
| Delete | Permanently removes. | Draft, For Revisal |
| Clone | Creates a copy. | All (if permitted) |
| Print | Prints the entry. | All |