Overtime Policy — Overview & Listing Page
Who is this for? HR Admins who configure overtime rules for the organization. Where to find it: Navigate to
ess.emgage.work/overtime-policy/listor search "Overtime Policy" using theCtrl + Kshortcut.
What is the Overtime Policy Module?
The Overtime Policy module lets HR admins define how employees are compensated for extra working hours beyond their regular shift. You can create one or more policies, each with its own rules for:
- What counts as overtime (minimum minutes, shift-based or hour-based)
- How overtime is paid (fixed amount, % of Basic/Gross/CTC)
- Different rules for week days, week offs, and holidays
- Caps on maximum overtime per day, week, or month
- Which departments, roles, or locations the policy applies to
Think of it as a rulebook that tells the system: "When an employee works beyond their shift, here's exactly how to calculate and pay them."
The Listing Page at a Glance
When you open the Overtime Policy module, you land on the Overtime Policy List page.
Visual Reference: A clean table view with a breadcrumb trail (Home > Overtime Policy List) at the top, a blue + Add button in the top-right corner, and a filter icon beside it.
What You See in the Table
| Column | What It Shows |
|---|---|
| Policy Name | The name you gave the policy (e.g., "Extra working policy") |
| Effective Date | The date from which the policy is active (e.g., 01-Jan-2023) |
| Last Updated Date | When the policy was last modified |
| Status | A toggle switch — blue = Active, grey = Inactive. You can turn a policy on/off directly from here |
| Actions | Quick-action icons for each policy (see below) |
Action Icons Explained
Each policy row has 5 action icons on the right side:
| Icon | Action | What It Does |
|---|---|---|
| 👁️ Eye | View | Opens a read-only preview of the full policy configuration |
| 👥 People | Assign Employees | View or change which employees are covered by this policy |
| 🔄 Clock Arrow | Change Log / History | See a timeline of all edits made to this policy — who changed what and when |
| ✏️ Pencil | Edit | Opens the full policy editor so you can modify settings |
| 🗑️ Trash | Delete | Permanently removes the policy (use with caution!) |
Pagination
At the bottom-right, you'll see:
- Rows per page dropdown (default: 50)
- Total count (e.g., "1-1 of 1")
- Navigation arrows for multiple pages
Filter Icon
The funnel icon next to the + Add button lets you filter the policy list. A badge number on the icon indicates how many filters are currently active.
How to Create a New Overtime Policy
Click the blue + Add button in the top-right corner. This opens the Add Overtime Policy form.
The form has two modes:
🟢 Basic Mode (Default)
A single-page form with essential settings — perfect for simple overtime rules. Contains one tab:
- Basic Info — Policy name, effective date, payment type, and applicability rules
🔵 Advanced Mode
Activated by toggling "Advance Configuration" in the top-right of the form. This expands the form into multiple tabs that change dynamically based on your choices:
Core tabs (always present):
| Tab | Purpose | Detailed Guide |
|---|---|---|
| 1. Basic Info | Policy name, start date, description, and core settings | 📄 Basic-Info |
| 2. Week Day | Configure overtime/comp-off rules for regular working days | 📄 Week-Day |
| 3. Week Off | Configure rules for weekly offs (e.g., Saturdays/Sundays) | 📄 Week-Off |
| 4. Holiday | Configure rules for company holidays | 📄 Holiday |
| Who Gets It | Define which employees the policy applies to (by department, role, etc.) | 📄 Who-Gets-It |
Dynamic tabs (appear based on your choices on Tabs 2–4):
| Tab | When It Appears | Detailed Guide |
|---|---|---|
| Overtime — Define Overtime Rules | When any day type (Week Day, Week Off, or Holiday) is set to "Overtime" | 📄 Overtime |
| Compensatory Off — Define Comp Off Rules | When any day type is set to "Compensatory Off/Pay" | 📄 Compensatory-Off |
💡 Key concept — Dynamic tabs: If you choose "Overtime" on Week Day but "Compensatory Off/Pay" on Week Off, both the Overtime tab and the Compensatory Off tab will appear — giving you 7 tabs total. If all day types use the same compensation type, you'll see only 6 tabs.
💡 Tip: If your organization has straightforward overtime rules (same rules for all day types), Basic Mode is faster. Switch to Advanced Mode only if you need different rules for week days, week offs, and holidays.
How to Edit an Existing Policy
- Find the policy in the list.
- Click the ✏️ Pencil icon in the Actions column.
- The full policy editor opens with all existing settings pre-filled.
- Make your changes across any tab.
- Click Submit to save.
⚠️ Important: Changes to an active policy may affect overtime calculations for all assigned employees from the next payroll cycle onward. Review carefully before submitting.
How to Activate / Deactivate a Policy
Click the Status toggle directly in the listing table:
- Blue (ON) = Policy is active and will be used for overtime calculations
- Grey (OFF) = Policy is inactive and will not apply to any employee
No need to open the editor — this is a quick one-click action right from the list.
How to Delete a Policy
- Click the 🗑️ Trash icon on the policy row.
- A confirmation dialog will appear.
- Confirm to permanently delete.
⚠️ Warning: Deleting a policy is irreversible. Make sure no employees are currently assigned to this policy, or their overtime calculations will be affected.
FAQs
Q: Can I have multiple overtime policies active at the same time? A: Yes. Different policies can be assigned to different groups of employees. For example, you could have one policy for the engineering team and another for the operations team.
Q: What happens if I deactivate a policy mid-month? A: Overtime already calculated before deactivation is preserved. Future overtime for assigned employees won't be processed under this policy until it's reactivated.
Q: Can I duplicate an existing policy? A: Currently, there is no one-click duplicate feature. You'll need to create a new policy and manually configure similar settings. You can use the View (👁️) action on the existing policy as a reference while creating the new one.
Q: Who can access this module? A: Only HR Admins with the appropriate permissions can view, create, edit, or delete overtime policies. Regular employees cannot see this module.
Q: What's the difference between "Overtime" and "Compensatory Off/Pay"? A: Overtime means the employee receives additional monetary payment for extra hours. Compensatory Off/Pay means the employee earns time-off credits (comp-offs) instead of cash payment — they can use these credits to take a day off later.
Troubleshooting
| Problem | Possible Cause | Solution |
|---|---|---|
| Can't see the Overtime Policy module | Insufficient permissions | Contact your system admin to grant Overtime Policy access to your role |
| "+ Add" button is greyed out or missing | Read-only access | You need edit/create permissions. Ask your admin to update your role |
| Policy status toggle doesn't change | Backend validation error | Refresh the page and try again. If the issue persists, check if the policy has required fields missing |
| Deleted policy still showing in list | Browser cache | Hard refresh the page (Ctrl + Shift + R) or clear browser cache |
| Filter shows wrong results | Active filter criteria | Check the filter icon badge — click it to review and clear active filters |
Last updated: March 2026 | Emgage HRMS