It is possible in Focus to authorise overtime in bulk, using the Unauthorised Overtime Report. To follow this guide it helps to have a basic understanding of the normal, individual method of authorising overtime. If you would like a refresher, check it out here.
This guide will look at:
The Unauthorised Overtime Report can be found in the Reports tree, like any other report. You can use the User Setup screen to control which of your Focus Users can access it.
Alternatively, there is a right click shortcut to get straight from the Exception Tree to the Unauthorised Overtime Report. The benefit of this second approach is that the relevant date and groups will be prefilled in for you, based upon the view of your Exception Tree.
The Unauthorised Overtime (UO) Report will show you each instance of UO for the Group(s) and time period selected.
For each employee in the range that has UO, the report will show you their timesheet information for the day in question.
Date of UO
Rate affected - if an employee generated overtime on more than one rate on a particular day, this will generate two entries in the report
Amount - the total amount worked at that rate, not the total amount of overtime
Code - the Shift Rule that the timesheet has applied to the shift
Start Time and End Time - the Shift Rule times
Clock in and Clock Out - the actual clocking times
Select as many of the employees as you wish using the checkbox column, and then click Authorise.
The pop up will show you how many examples of UO you are approving, and give you the option to type in a value or select All.
If you select ‘All’, then you will be Authorising all of the overtime. If you type in a value here, for example 01:00 for an hour, then you will be authorising a single hour for each of the employees selected.
Depending on your System Settings, you may need to enter a Reason and/or a Comment before clicking Save and authorising the Overtime.
The entries you selected to authorise will now be missing from the Unauthorised Overtime report.
Actions that are taken using the Unauthorised Overtime Report are added to the Audit Log, so Users with access to that report can see which actions were performed when, and by which User.
With a few simple steps create a system where overtime will be flagged for approval before it is processed to payroll.
Check your team's overtime and authorise it with these simple steps.
