Overtime Work Request
Service portal users can submit an overtime work request for themselves or on behalf of another employee if they have the necessary access rights. The request must be approved before the HR department can start processing it. In their portal Activities, the caller can monitor the processing of their request and communicate with the employee assigned to it.
Roles required:
- Create, read:
- personal request – all users with access to the HR category in the Service Catalog,
- on-behalf request – hrm_agent, direct managers, or delegates.
- Update – users can edit only the requests they submitted.
Create a request
To create a request, complete the following steps:
- Go to Portal main page → Service catalog → HR.
- Click Request overtime work and fill in the required fields.
- Click Send.
When the request is saved, the system redirects you to the confirmation page:
From this page, you can create another request. To do so, click New request.
To open your service request list, click Tickets.
Request overtime work form fields
| Field | Mandatory | Description |
|---|---|---|
| Employee | Y | Specify yourself or another employee to whom you want to assign the overtime work. |
| Start date and time | Y | Specify the date and time when the overtime work starts. Overtime work must start after regular working hours. The field is completed automatically with the current date and the time the regular working day ends according to the company's schedule. |
| Compensation type | Y | Select the type of compensation for the overtime work. Available options:
|
| End date and time | Y | Specify the date and time when the overtime work ends. |
| Reason | Y | Specify the reason for and a brief description of the overtime work. |
| Duration | N | The field shows the duration of the overtime work in hours and is completed automatically. The "out-of-the-box" HRMS solution puts a restriction according to the Russian Federation Labor Code: the duration of overtime work must not exceed four hours per two consecutive days and 120 hours per year. Besides, the overtime work should not overlap with the working time according to the company's schedule. |
Use the attachment window to upload files related to the record. To add your files, drag and drop them into the attachment window or click Upload from your device and add files via the file manager.
Request approval
After saving, the new request record enters the Registered state and is sent for approval:
- a personal request is sent for approval to the direct manager.
- a personal request submitted by an employee without a direct manager is sent for approval to the head of the employee's immediate unit, and the HR group is notified that the employee has no direct manager specified.
- an on-behalf request is sent for approval to the specified employee.
Request approved
If the request is approved, it enters the Assigned state and the Assignment group field is completed with the HR group display name.
Upon request approval:
- the caller can submit a new overtime work request that does not overlap with the date and time of the approved request,
- hrm_agent users can start processing the request.
Request rejected
If the request is rejected, it remains in the Registered state for three days and then automatically enters the Closed state.
Upon request rejection:
- The caller can edit the request within three days from the rejection date and resubmit it for approval. To do so, complete the following steps:
- In the portal header, go to Activities → Tickets and open the required record.
- In the Overtime work information section, click Change dates and edit all the required fields in the modal window that opens. For on-behalf requests, the Employee field is editable.
- Click Change to confirm the changes.
- The caller can submit a new overtime work request that overlaps with the date and time of the rejected request.
Request not reviewed
If the request has not been approved or rejected:
- The caller can edit the request within three days from the submission date and resubmit it for approval. To do so, complete the following steps:
- In the portal header, go to Activities → Tickets and open the required record.
- In the Overtime work information section, click Change dates and edit all the required fields in the modal window that opens. For on-behalf requests, the Employee field is editable.
- Click Change to confirm the changes.
- The caller can submit a new overtime work request that overlaps with the date and time of the request that has not been reviewed. However, it is recommended to edit the previously submitted request so that the approver does not need to review multiple requests.
Tickets
You can find the list of all your requests on the Tickets page. Visit the page any time to monitor the state of all your requests. To do this, go to Activities → Tickets in the header of the portal.