Week Day — Manage Extra Working for Week Days
What this tab does: Define how overtime or compensatory off is handled specifically for regular working days (Monday to Friday, or whatever your company's work week is). This tab only appears in Advanced Configuration mode.
What You'll See
The Week Day tab has a clean layout with several toggle-style selectors and input fields. The heading reads "Week Day — Manage extra working hours for week days".
The form changes dramatically based on your first choice: Overtime or Compensatory Off/Pay. Both variants are documented below.
First Choice: Compensation Type
💰 For extra working hours, Employee get
| Option | Meaning | Effect on Form |
|---|---|---|
| Overtime (default, blue) | Employee gets additional cash payment | Shows overtime configuration fields (Variant A below) |
| Compensatory Off/Pay | Employee earns comp-off time instead of cash | Shows comp-off configuration fields (Variant B below) |
🔄 This also changes the top tabs! Selecting "Compensatory Off/Pay" replaces the "Overtime" tab (Tab 5) with a "Compensatory Off" tab. If different day types use different compensation, BOTH tabs appear.
Variant A: Overtime Selected (Full Form)
When "Overtime" is selected, the form shows 7 fields in two rows plus a toggle at the bottom.
Row 1 — Core Settings
📐 Overtime policy applies based on
This is a key decision — how does the system determine if overtime happened?
| Option | How It Works | What Changes |
|---|---|---|
| Shift Timings (default, blue) | Compares actual punch-in/out against assigned shift times. Work beyond shift boundaries = overtime. | Shows "Overtime policy applies" (Both/Before/After) and "Minimum extra working required beyond shift hours" fields |
| Number Of Hours | Looks at total hours worked in the day. If total exceeds a threshold, the excess = overtime. | Hides the "Overtime policy applies" field entirely. Shows "Minimum extra working required" as total hours |
💡 When to use which:
- Shift Timings — Best for organizations with fixed shifts. Example: Shift is 9AM–6PM, employee works until 8PM → 2 hours OT.
- Number Of Hours — Best for flexible schedules. Example: Employee must work 8 hours; if they work 10 hours → 2 hours OT, regardless of when they started.
⏰ Overtime policy applies (only visible when "Shift Timings" is selected)
Specify when overtime is counted relative to the shift:
| Option | What It Counts |
|---|---|
| Both (default) | Extra work before shift start AND after shift end |
| Before | Only extra work before the shift start (early arrivals) |
| After | Only extra work after the shift end (late stays) |
💡 This field disappears entirely if you selected "Number Of Hours" as the basis.
⏱️ Minimum extra working required beyond shift hours (required)
Two input fields (only when "Shift Timings" is selected):
| Field | Purpose |
|---|---|
| Minutes before | Minimum extra minutes worked BEFORE the shift starts |
| Minutes after shift time | Minimum extra minutes worked AFTER the shift ends |
Example: If you set "before" to 30 and "after" to 30:
- Employee arrives 15 min early → ❌ Not counted (below 30-min threshold)
- Employee arrives 45 min early → ✅ 45 minutes of overtime before shift
- Employee stays 40 min late → ✅ 40 minutes of overtime after shift
💡 You can set different thresholds for before and after. Set 15 for "before" and 30 for "after" if early arrivals should count more easily.
Row 2 — Calculation Settings
📊 Extended working beyond overtime should be
Controls whether work hours that go beyond the overtime cap are included:
| Option | What It Does |
|---|---|
| Include | All extended hours are added to overtime, even beyond the cap |
| Not Include (default, blue) | Hours beyond the overtime cap are ignored |
Example: If max OT is 4 hours/day and employee works 6 extra hours:
- Include → 6 hours of OT recorded
- Not Include → 4 hours of OT recorded (cap enforced)
⚙️ Overtime configuration will be
This determines how the overtime payment amount is structured:
| Option | How Payment Works | What Changes |
|---|---|---|
| Fixed (default) | A single flat rate for all overtime hours | Shows "Minimum minutes to claim overtime" field |
| Slab Wise | Different rates for different hour ranges (escalating rates) | Hides "Minimum minutes" field. Shows a blue "Slabs" button instead |
🔵 When "Fixed" is selected:
⏱️ Minimum minutes to claim overtime (required)
The absolute minimum minutes of overtime an employee must accumulate in a day before they can claim it.
Example: If set to 30, an employee with only 20 minutes of overtime cannot claim OT for that day.
💡 Two-gate system: The "Minimum extra working required" (Row 1) determines the threshold to START counting, while this field determines the minimum total to CLAIM.
🔵 When "Slab Wise" is selected:
The "Minimum minutes to claim overtime" field disappears. Instead, a blue Slabs button appears.
Slabs Button & Modal
Click the Slabs button to open the Slabs configuration modal.
Modal title: "Slabs (Maximum: 10 ranges)"
Each slab row has 3 fields:
| Field | Description |
|---|---|
| **From Minutes *** | Start of the hour range (e.g., 1) |
| **To Minutes *** | End of the hour range (e.g., 60) |
| **Minutes Considered As Overtime *** | How many OT minutes are credited for this range (e.g., 60) |
Default slabs (4 rows pre-populated):
| Slab | From | To | Minutes as OT |
|---|---|---|---|
| 1 | 1 | 60 | 60 |
| 2 | 61 | 120 | 120 |
| 3 | 121 | 180 | 180 |
| 4 | 181 | 240 | 240 |
Controls:
- + Add button (top-right of modal) — adds a new slab row (max 10)
- 🗑️ Delete icon (right of each row) — removes that slab (red icon on the last row, grey on others)
- ✕ Close button (top-right) — closes the modal
💡 Slab Wise is useful for organizations that follow labor laws requiring escalating overtime rates. For example: first 2 hours at 1x, next 2 hours at 1.5x, beyond 4 hours at 2x.
Bottom Section
🔄 Allow overtime convert to compensatory at the time of approval
A toggle switch (default: OFF) that gives the approving manager the option to convert an overtime request to a compensatory off instead of cash payment.
When ON: The manager sees a "Convert to Comp-Off" option alongside "Approve" and "Reject" when reviewing OT requests.
When OFF: The manager can only approve or reject — no conversion option.
💡 Use case: Sometimes managers prefer to give comp-offs instead of cash for specific situations (like a team member covering a weekend shift). This toggle gives them that flexibility.
Variant B: Compensatory Off/Pay Selected
When "Compensatory Off/Pay" is selected, the form changes completely. The overtime-specific fields (Shift Timings, Extended working, Slab Wise, etc.) all disappear. The following fields appear instead:
Fields Shown
⏱️ Minimum extra working required (required)
Two "Hours" input fields:
| Field | Purpose |
|---|---|
| ___ for half day | Minimum extra hours to earn a half-day comp-off |
| & ___ for full day | Minimum extra hours to earn a full-day comp-off |
Example: If half day = 4 and full day = 8:
- Employee works 5 extra hours → earns a half-day comp-off
- Employee works 9 extra hours → earns a full-day comp-off
📊 Maximum compensatory off can be earned per day (required)
A single number input — the cap on how many comp-off days/units an employee can earn in one day.
📅 Compensatory off leave balance expires
Choose when unused comp-off leaves expire:
| Option | What It Means | Additional Fields |
|---|---|---|
| Never (default, blue) | Comp-off leaves never expire | None |
| End Of Calendar Year | Expire at Dec 31 of the current year | None |
| End Of Financial Year | Expire at March 31 of the current financial year | None |
| Fixed | Expire after a set number of days | Reveals: "Expire comp off after ___ (days from request date)" field |
⏳ On expiry, comp off balance will be (required)
| Option | What Happens to Expired Comp-Offs |
|---|---|
| Lapsed (default, blue) | Expired comp-offs are lost — the employee cannot use or claim them |
| Encashed | Expired comp-offs are converted to a monetary payment in the next payroll |
Action Buttons
| Button | Color | What It Does |
|---|---|---|
| Reset | Red | Clears all fields on this tab and resets to defaults |
| Previous | Grey/Blue | Goes back to the Basic Info tab |
| Next | Blue | Proceeds to the Week Off tab (saves current tab data temporarily) |
⚠️ Always click Next to save before moving forward. Using Previous without clicking Next may lose your entries.
Step-by-Step: Configuring Week Day
For Overtime compensation:
- Select Overtime
- Choose overtime basis — Shift Timings or Number of Hours
- If Shift Timings: set when OT applies (Both/Before/After) and enter minimum minutes before/after
- Set extended working treatment — Include or Not Include
- Choose configuration type — Fixed or Slab Wise
- If Fixed: enter minimum claimable minutes. If Slab Wise: click Slabs button and configure ranges
- Toggle compensatory conversion (optional)
- Click Next
For Compensatory Off/Pay:
- Select Compensatory Off/Pay
- Enter minimum hours for half day and full day
- Set maximum comp-off per day
- Choose expiry policy (Never/Calendar/Financial/Fixed)
- If Fixed: enter number of days until expiry
- Choose expiry behavior — Lapsed or Encashed
- Click Next
FAQs
Q: What's the difference between "Shift Timings" and "Number of Hours" basis? A: Shift Timings checks against the employee's scheduled shift boundaries (e.g., 9AM–6PM). Number of Hours looks only at total hours worked, regardless of when the employee clocked in or out. Choose Shift Timings for fixed-schedule teams and Number of Hours for flexible-schedule teams.
Q: Can I set different minimum-minutes thresholds for "before" and "after" shift? A: Yes — the two input fields are independent. You can set 15 minutes for "before" and 30 minutes for "after" if early arrivals should be counted more generously.
Q: How does "Slab Wise" configuration work? A: When you select Slab Wise, a Slabs button appears. Click it to open a modal where you define up to 10 hour ranges and their corresponding OT minutes. Default is 4 slabs (1-60, 61-120, 121-180, 181-240 minutes).
Q: What if I want the same rules for week days, week offs, and holidays? A: Configure rules here on the Week Day tab, then use the "Copy same as week day" toggle on the Week Off and Holiday tabs to replicate these settings automatically.
Q: If I select Compensatory Off/Pay here, can I select Overtime on Week Off? A: Yes! Each day type (Week Day, Week Off, Holiday) can have a different compensation type. If you mix them, both the Overtime tab AND the Compensatory Off tab will appear at the top.
Troubleshooting
| Problem | Possible Cause | Solution |
|---|---|---|
| "Minimum minutes" fields show validation error | Value is 0 or empty | Enter a positive number (minimum 1 minute) |
| Slab Wise option not showing the Slabs button | Browser rendering delay | Wait a second after selecting Slab Wise, or scroll down. If still missing, refresh |
| "Both" option is greyed out | "Number of Hours" is selected as the basis | Before/After/Both only applies when using Shift Timings. Switch to Shift Timings to enable |
| Changes lost after clicking Previous | Form doesn't auto-save on tab switch | Always click Next to save before moving forward |
| "Overtime policy applies" field missing | Selected "Number Of Hours" as basis | This field only appears for Shift Timings. It's hidden by design for Number Of Hours |