Help Article: Configure Weekly Overtime Approval Chain

Overview

The Weekly Overtime Approval Chain allows organisations to control how weekly overtime is reviewed, approved, and processed.

Administrators can configure whether overtime:

• Requires employees to submit requests,
• Is automatically calculated and sent for approval, or
• Is automatically calculated and processed without approvals.

This feature extends Keka's existing approval workflow capabilities to Weekly Overtime.

Who Can Access This Feature?

• Global Administrators
• HR Administrators
• Attendance Administrators
• Payroll Administrators
• Users with access to Overtime Policy configuration

Weekly Overtime Approval Options

Navigate to:

Time & Attendance → Overtime Policy → Weekly Overtime Settings

When configuring Weekly Overtime, administrators can choose one of the following processing modes.

Option 1: System Calculates and Submits for Approval

In this mode:

1. Employees do not submit requests.
2. Keka automatically calculates weekly overtime based on attendance and overtime rules.
3. The system creates the overtime request automatically.
4. The request enters the approval workflow.
5. Overtime compensation is processed after approval.

Use Case

An organisation wants automated overtime identification but still requires managerial review before payout.

Option 2: System Calculates and Processes Automatically

In this mode:

1. The system calculates weekly overtime automatically.
2. No request is created.
3. No approval workflow is triggered.
4. Overtime pay or compensatory off is processed automatically.

Use Case

Organisations that do not require approval controls and prefer completely automated processing.

Interaction Between Daily and Weekly Overtime

If your organisation uses both Daily Overtime and Weekly Overtime policies:

• Daily overtime calculations continue to follow Daily Overtime rules.
• Weekly overtime calculations continue to follow Weekly Overtime rules.
• Both policies can coexist and process eligible overtime independently.

Important Notes

Approval Chains

The Weekly Overtime Approval Chain uses the same approval workflow framework as Daily Overtime approvals.

Existing Overtime Records

This feature does not modify previously processed weekly overtime records.

Only new overtime transactions follow the configured approval workflow.

Compensation Processing

Depending on configuration, approved overtime can be processed as:

• Overtime Pay
• Compensatory Off (Comp Off)

Example Scenarios

Scenario 1: Automatic Submission

An employee exceeds the configured weekly overtime threshold.

1. Keka automatically calculates eligible overtime.
2. A request is generated automatically.
3. The request is routed to the manager.
4. After approval, overtime compensation is processed.

Scenario 2: Fully Automated Processing

An organisation prefers automatic overtime handling.

1. Weekly overtime is calculated automatically.
2. No request is raised.
3. No approval is required.
4. The overtime amount is processed directly.