Overtime Requests & Pay Codes
Overtime in PMSuite has two halves. Overtime Settings is where you define the pay codes — the named rate multipliers that describe how a block of extra hours is paid — and the overtime policy that decides when overtime starts counting. Overtime Request is the HR record where individual overtime is logged against an employee.
PMSuite ships with three default pay codes: Regular (1.0x), Holiday (2.0x) and Day Off (1.75x). You can add your own alongside them.
Who can use it
- Company Admin / HR — configure pay codes and the overtime policy in Settings, and manage overtime requests.
- Employees — access to Overtime Request depends on the permission level granted to their role. Permission levels are None / Added / Owns / All; see Understanding Roles & Permissions.
After you change a role's permissions, the affected user must log out and log back in before the new access takes effect.
Prerequisites
- The Payroll module must be enabled for your workspace (Settings → Module Settings).
- Employees you plan to log overtime for should already have a salary record. See Employee Salary Setup.
- Review the pay codes in Overtime Settings before logging requests, so the right multiplier exists when you need it.
How to Access
- Overtime requests: Sidebar → HR → Overtime Request (
/account/overtime-requests). - Pay codes and policy: Settings → Overtime Settings.
- Related payroll destinations: Payroll (
/account/payroll), Employee Salary (/account/employee-salary), Payroll Expenses (/account/payroll-expenses).
Configure pay codes
-
Go to Settings → Overtime Settings.
-
The pay code list opens with the three defaults already in place:
Pay code Default rate Regular 1.0x Holiday 2.0x Day Off 1.75x -
To add your own, fill in the Pay Code Name and Code fields and save. The new pay code then appears alongside the defaults.
-
Open the Overtime Policy tab to define when overtime kicks in for your organisation.
Because pay codes are just named rates, you are not limited to the three defaults — a night-shift or on-call rate is created the same way.
Log an overtime request
- Go to HR → Overtime Request (
/account/overtime-requests). - Create a new request for the employee concerned.
- Select the pay code that matches the situation (for example Holiday for hours worked on a company holiday), record the overtime hours and the reason, then save.
- The request appears in the Overtime Request list, where HR can review it.
Effect on other features
- Overtime Settings → Payroll. Pay codes are the shared vocabulary between overtime records and payroll. Renaming or changing the rate on a pay code changes how that code is valued going forward.
- Attendance. Attendance data is what tells you whether the claimed hours were actually worked. A payroll run can optionally Use Attendance as an input — see Running Payroll.
- Employee Salary. Each employee has an Allow Payroll Generate toggle on their Employee Salary record, so an individual can be excluded from a payroll run even when the rest of their group is included.
- Salary cycle. Salary cycle (Monthly or Bi-Weekly) is set per employee, not only company-wide, so the period an overtime record belongs to follows that employee's own cycle.
Limitations
- Payroll's inclusion toggles cover Expense Claims, Timelogs and Attendance — overtime is not one of them. Workaround: value the approved overtime yourself (hours × the pay code multiplier × the employee's hourly rate) and add it to the run as an earning salary component, or record it under Payroll Expenses so it is still tied to that employee and period.
- Rates live on the pay code, not on the individual request. There is no per-request override of the multiplier. Workaround: create a dedicated pay code (Pay Code Name + Code) for the exceptional rate and select it on that request.
- The Overtime Policy sets a single organisation-wide rule for when overtime begins. Workaround: where teams genuinely differ, separate them with distinct pay codes and reconcile at payroll review rather than expecting per-team policy thresholds.
Troubleshooting
The pay code I need is not in the list
The three defaults (Regular, Holiday, Day Off) are the only ones present until someone adds more. Go to Settings → Overtime Settings, enter a Pay Code Name and Code, and save — then reopen the overtime request.
Overtime Request is missing from the sidebar
Two causes. Either the Payroll module is switched off in Settings → Module Settings, or your role has no permission on overtime records. Ask a Company Admin to enable the module or raise the permission level, then log out and back in.
The overtime does not appear on the payslip
Overtime records are not pulled into a payroll run automatically by an inclusion toggle. Add the amount during payroll review as an earning component, or as a payroll expense, before the run is finalised. See Running Payroll and Payslip Download.
The hours claimed do not match what was worked
Cross-check the request against attendance records for that date. Note that attendance deletions are permanent — a deleted attendance record cannot be recovered — so verify before removing anything.