Overview of Overtime Work Agreements and - Salary Claims {P00003-7}

This functionality facilitates the electronic handling of agreements for overtime work to be done, the resulting salary claims and -payments as well as the applicable approval processes.

• The process starts when Overtime Work by an employee is required.
• The system allows the supervisor of the employee, or the employee to submit an Application for an Overtime Work Agreement, with a description of the work to be performed, a motivation and the date(s) and time(s).
• Upon Submission a Routing Request is generated to handle the Approval of the Application for an Overtime Work Agreement (After an automatic validation to ensure funding is available)
• Once Approval has been granted, the Application is regarded by the system and an Overtime Work Agreement
  

• At this stage, the work is performed.
  

• Once the work has been performed (or some of the work has been performed), Salary Claims against the Overtime Work Agreement are submitted by either the employee or the supervisor
• Upon Submission another Routing Request is generated to handle the Approval of the Salary Claim (After an automatic validation to ensure the monetary value of the claim(s) will not exceed the total amount of the Overtime Work Agreement).
• Once Approval has been granted, an Individual Earning is created to include the claim in the next Salary Calculation.
• In case the required Overtime Work has been completed without using all the time as in the Overtime Work Agreement, the remaining funds (hours) can be released (disabled) to be used for other work with the iEnabler Track Overtime Agreements and Claims {P00012-5}

Prerequisites for the system to work:

• Along the the Personnel iEnabler module, the Payroll module and the Finance module of the ITS Integrator System  must be operational.   
  

• Create the Overtime Work Type Structure {FPRG-11}
• Ensure that the required Earnings {FPRG-6} exist.
  
• The Earnings must have Calculation Method "E - Overtime Hours" and the Account Number of the Account to be used for Overtime Work Claims entered.
• Enter the number of  hours per year to be used to determine the hourly rate - Refer to Institution Details {FPRM-1}.

• Set up the System Operational Definition {FPRM-9} Parameters.
  (Refer to Routing for Overtime Work Agreements and Overtime Salary Claims for more detail about the Routing Workflow)

SOD	Subsystem	Description	SOD Value
OA	PR	Overtime Application Approval Outcome	A Routing Outcome Code {GROU-1}
OB	PR	Overtime Application Rejection Outcome	A Routing Outcome Code {GROU-1}
OC	PR	Overtime Claim Approval Outcome	A Routing Outcome Code {GROU-1}
OD	PR	Overtime Claim Reject Outcome	A Routing Outcome Code {GROU-1}
OE	PR	Overtime Agreements Earliest Start Date, Leave NULL for SYSDATE	Date
OF	PR	Overtime Claims Minutes or Hours (M/H)	(M)inutes or (H)ours
OG	PR	Overtime Claim Outcome, notify PR to process payment	A Routing Outcome Code {GROU-1} This value will be assigned upon approval of a claim for an employee that is not in service in the Payroll Cycle for Overtime Claims
OP	PR	Overtime Application Routing Type	A Routing Request Type {GROU-1}
OQ	PR	Overtime Claim Routing Type	A Routing Request Type {GROU-1}
OS	PR	Generate a Single Overtime Claims per ED and Payroll cycle per person	If set to (Y)es, each claim will generate a separate Individual Earnings {FPRI-2} If set to (N)o, a single Individual Earnings {FPRI-2} per cycle per individual Earnings Code will be generated for all claims during a Payroll cycle.
OR	PR	Max Overtime Hours per Month	The maximum hours overtime work per month that is allowed per employee

• Set up the System Operational Definition {GCS2-11} Parameters

SOD	Subsystem	Description	SOD Value
OA	HR	Overtime Agreement DSR Mandatory	Must a document be uploaded upon submission of an Overtime Work Agreement                                                                                                                                                     (Y)es or (N)o
OD	HR	Overtime Claims DSR Mandatory	Must a document be uploaded upon submission of an Overtime Claim (Y)es or (N)o
OO	HR	Overtime Claims Earliest Start Date	Period in months for which Overtime claims can be claimed, older than the current or system date

• Set up the Payroll Cycle for Overtime Claims {FPRM-2}
• Overtime Claims will automatically be generated to be paid in the cycle specified by "OC - Overtime Claims"

The following options exists:

• List of Overtime Work Agreements {FPRIR1-8}
• List of Overtime Work Agreement Claims {FPRIR1-9}