Overtime Policy
Configure overtime rates, decide who is eligible, and understand how OT requests turn into pay
Hopshift calculates overtime (OT) pay from your OT policies. A policy sets the multipliers (or a fixed hourly rate) and whether a group of people is exempt from OT. Payroll pays OT only for days that have an approved OT request, using the hours on that day's timesheet.
How Overtime Works in Hopshift
- An employee submits an OT request from Overtime in the app for a given day, type (regular, rest day, or public holiday) and number of hours. A manager can also create one from clock records.
- A manager approves it on Approvals > OT, choosing how many hours to approve.
- Payroll generates the period's timesheets from shifts and clock records. On days with an approved request, the timesheet's overtime hours are paid at the policy rate, capped by the approved hours.
OT is only paid when the day has an approved OT request. Hours worked beyond the shift without an approved request are not paid.
Rates
Each policy carries three multipliers, pre-filled with the Thai statutory minimums:
| Type | Default multiplier |
|---|---|
| Regular OT (a working day) | 1.5x hourly rate |
| Rest Day | 2.0x hourly rate |
| Public Holiday | 3.0x hourly rate |
You can raise any of them, or switch the calculation method to a Fixed OT rate (THB per hour), which applies one flat rate to all OT hours and ignores the multipliers.
On the payroll timesheet these appear as Weekday OT (1.5x), Rest Day (2x) and Holiday (3x) in the Overtime Breakdown.
Configuring OT Policies
OT policies are set up once for the whole group and can be overridden per company, position or employee.
- Go to Settings in the group sidebar and open the OT Policies tab.
- Click Add Policy and fill in:
| Field | Description |
|---|---|
| Name, Description | How the policy appears in lists |
| Calculation method | Multiplier or Fixed OT rate |
| Regular OT, Rest Day, Public Holiday | The three multipliers (Multiplier mode) |
| Fixed OT rate (THB per hour) | The flat rate (Fixed mode) |
| OT Exempt | No OT is generated for people on this policy, regardless of hours |
| Active | Inactive policies cannot be picked |
| Set as group default | Applies to all employees unless overridden |
- Save.
Policies in the list show their rates and a Group Default badge on the default. Create one exempt policy (for example "Salaried, OT exempt") if some staff should never accrue OT.
Company Overrides
A company can use a different policy for a period of time. Open the company's Settings > General, find OT Policy Override, pick the Policy, set Effective From and optionally Effective To, and leave Active now on. Outside that window the group default applies.
OT policies live at group level. A company override applies only for its Effective From / Effective To window.
Position and Employee Overrides
A Position can carry its own Overtime policy (or "Use group default"), and so can an individual employee on their profile. The most specific setting wins: employee, then position, then company override, then group default.
Approving OT
Go to Approvals > OT. Each card shows the employee, the date, the OT type and the requested hours. Click Approve to open the approve dialog: Hours to approve is pre-filled with the request; reduce it to approve fewer hours than were requested. Click Deny to reject.
Approved requests open the gate for that day; what is actually paid comes from the timesheet hours for the day, capped by the approved hours.
OT and Payroll
When you generate timesheets for a period (Payroll > Timesheets on the company), each timesheet shows an Overtime column and an Overtime Breakdown by type. Payroll adds the OT earnings to the employee's gross pay.
Group admins can also review every OT request that touches a payroll period from the payroll company tab, with the pay impact next to each one.
Viewing OT Hours
Go to Payroll > Timesheets on the company for the period. Open a timesheet to see the Overtime Breakdown per type. Pending and approved requests for the period are on Approvals > OT.
Related
- Clock In: attendance, corrections and out-of-schedule approvals
- Payroll: how OT earnings feed into payroll runs
- Compliance: Thai payroll filings