Overtime Requests - Employee

Overview

The Employee Overtime Requests menu displays all employee overtime requests that need to be managed. This feature allows you to view the list of overtime submissions, process approvals (approve/reject), filter by various criteria, and create new overtime requests complete with SPKL (Overtime Work Order).

Page Navigation

The Overtime Requests page is located within the menu: Dashboard » Time Management » Overtime Management » Request

Overtime Request List View

This page displays a table listing all employee overtime requests with complete information.

Search Feature

A search column is available at the top of the table to easily find overtime requests based on:

• Employee name
• Employee Code / NIK
• SPKL Number
• Date range

Table Structure

The table displays the following columns:

Table Data

Here are examples of data displayed in the Overtime Requests table:

Overtime Request Status

There are 3 overtime request statuses:

SPKL Number (Overtime Work Order)

SPKL is a unique number issued for each overtime submission as an official identifier.

SPKL Number Format:

• Example: SPKL-20260215031
• General format: SPKL-YEARMONTHDATE-SEQUENTIALNUMBER

Characteristics:

• Unique for each submission
• Automatically issued by the system
• Used for tracking and audit
• Listed in overtime reports

Actions on Overtime Requests

Actions Menu

Each data row has an Actions menu (⋮) containing:

Viewing Overtime Details (View)

To view the complete details of an overtime request:

1. Click the View icon (👁️) on the desired row.
2. A detail popup/drawer will appear displaying:
   • Complete overtime submission information
   • Date and time details of the overtime
   • Assignment / task
   • Notes
   • SPKL Number
   • Status change history

Editing an Overtime Request (Edit)

1. Click the Edit icon (✏️) on the desired row.
2. The edit form will open.
3. Change the data that needs to be corrected.
4. Save the changes.

Approving an Overtime Request (Approve)

1. Select an overtime request with Pending status.
2. Click the Approve icon (✓) on that row.
3. Confirm the approval in the dialog box that appears.
4. The status changes to Approved.

Rejecting an Overtime Request (Reject)

1. Select an overtime request with Pending status.
2. Click the Reject icon (✗) on that row.
3. Enter the reason for rejection in the form that appears.
4. Confirm the rejection.
5. The status changes to Rejected.

Changing to Pending (Set as Pending)

This feature is useful if:

• An approved request needs to be reviewed again.
• There is a data error that needs to be corrected.
• Approval needs to be canceled.

1. Click the Set as Pending icon (⏳).
2. Confirm the change.
3. The status returns to Pending.

Deleting an Overtime Request (Delete)

1. Click the Delete icon (🗑️) on the row you want to delete.
2. Confirm the deletion.
3. The data will be permanently deleted from the system.

Filter and Search Features

Filter Components

Several filter components are available at the top of the table:

Status Filter

Click the Status dropdown to filter by:

• All - All statuses
• Pending - Only those awaiting approval
• Approved - Only those approved
• Rejected - Only those rejected

Columns

Click the Columns button to adjust the columns displayed in the table:

Available columns:

• No
• Employee Name
• Employee Code
• Start Date
• End Date
• Start Hour
• End Hour
• Total Hours
• SPKL Number
• Status
• Actions
• Created Date
• Requested By
• Approved By
• Assignment
• Notes

Advanced Filters

Click the Filters button for more detailed filters:

Filter by:

• Date Range - Overtime date range
• Hour Range - Overtime time range
• Total Hours - Minimum/maximum total hours
• Employee - Specific employee
• Department - Department
• SPKL Number - Specific SPKL number

Export

Click the Export button to export table data:

New Overtime Request

To create a new overtime request, click the + New Overtime Request button or navigate to Overtime Management » New.

Overtime Information Form

Employee

Overtime Date and Time

Notes:

• Start Date and End Date can be the same (overtime within one day) or different (overtime spanning multiple days).
• Start Hour and End Hour use HH:MM format (e.g., 17:34, 23:05, 06:31).

Assignment

Notes

SPKL Number

SPKL Number Information:

• Usually issued by the supervisor or relevant department.
• Can be filled manually or automatically by the system.
• Unique for each submission.

Form Action Buttons

Total Hours Calculation

Total Hours is calculated automatically by the system based on:

Basic Formula

Calculation Examples

Examples from the Table

Overtime Data Verification

Things to verify when processing overtime requests:

1. Data Completeness

• Employee is filled correctly.
• Overtime date and time are valid.
• Total Hours matches the calculation.
• SPKL Number is filled.

2. Overtime Policy

• Does not exceed the maximum daily overtime limit.
• Does not exceed the maximum weekly overtime limit.
• Considers holidays (if overtime on a holiday).
• Complies with company and labor regulations.

3. SPKL Number

• SPKL number is valid and registered.
• No duplication of SPKL numbers.
• SPKL is issued by an authorized party.

4. Assignment and Notes

• The assignment is clear and matches the job description.
• Notes (if any) are relevant.

Usage Tips

1. Process Pending Requests Daily - Always check and process requests with pending status every day.
2. Pay Attention to Overtime Spanning Days - Verify the total hour calculation for overtime that crosses midnight.
3. Check SPKL Number - Ensure the SPKL number is valid and not duplicated.
4. Use Status Filter - Filter by Pending to focus on those that need processing.
5. Utilize Date Range - Use the date filter to view overtime in a specific period.
6. Watch for Maximum Limits - Ensure total overtime hours do not exceed regulations.
7. Document Rejections - Always provide a clear reason when rejecting so the employee can resubmit correctly.
8. Bulk Action for Efficiency - Use multiple selection to approve several overtime requests at once.

Common Scenarios

Scenario 1: Regular Overtime

Employee works overtime after normal working hours:

• Start Hour after clock-out time (e.g., 17:34)
• End Hour before midnight (e.g., 19:34)
• Total Hours 2 hours

Scenario 2: Night Overtime (Spanning Days)

Employee works overtime late into the night, crossing midnight:

• Start Hour at night (e.g., 23:05)
• End Hour in the early morning (e.g., 06:31)
• Total Hours > 7 hours (including spanning days calculation)

Scenario 3: Early Morning Overtime

Employee works overtime before normal working hours:

• Start Hour very early morning (e.g., 05:05)
• End Hour before work start time (e.g., 08:05)
• Total Hours 3 hours

Scenario 4: Overtime with Problematic SPKL

Employee submits overtime with an invalid SPKL:

• Check the validity of the SPKL number.
• Coordinate with the supervisor or relevant department.
• Reject or request a correction.

Troubleshooting

Data Does Not Appear in the Table

• Check if the status filter is appropriate.
• Ensure no search filters are limiting the results.
• Check the Date Range filter.
• Try refreshing the page.

Failed to Approve/Reject

• Ensure the status is still pending (not processed by someone else).
• Ensure you have approval access rights.
• Try refreshing the page.
• Logout and login again.

Total Hours Are Incorrect

• Check the manual calculation.
• Ensure the time format is correct (HH:MM).
• Pay attention to overtime spanning days.
• Edit if necessary before approving.

Duplicate SPKL Number

• The system usually prevents duplication.
• If it appears, check other submissions with the same number.
• Ask the employee to re-check the SPKL number.

Export Fails

• Ensure there is no popup blocker.
• Limit the amount of data being exported if it's too much.
• Try the CSV format if Excel has issues.
• Clear the browser cache.

Integration with Related Menus

Timesheet

Approved overtime data will be recorded in the employee's Timesheet.

Payroll

Approved overtime will be included in the Payroll calculation (overtime pay).

Attendance

Overtime data is integrated with Attendance to ensure the employee was actually present.

SPKL Management

SPKL numbers can be tracked in the SPKL Management menu (if available).

Next Steps

• Timesheet - Approval
• Attendance Management
• Payroll - Overtime Calculation
• SPKL Management