Overtime and Time Off Approval Workflow

The Overtime and Time Off Approval Workflow in Bear Trax ensures that employee requests for overtime work and time off are efficiently managed, approved, and tracked. This system provides a clear, structured process for handling approvals and offers transparency and accountability for both employees and managers.

Overtime Approval Workflow

1. Overtime Request Generation:

   • When an employee works beyond their scheduled hours, Bear Trax automatically tracks the additional time as overtime.
   • Employees may also manually request overtime if their work requires extra hours not previously scheduled. These requests are sent to their manager for approval.

2. Overtime Approval Process:

   • Request Submission:
     • For manual overtime, the employee submits an overtime request specifying the date, time, and reason for working extra hours.
     • Automatic overtime (tracked via the clock-in/out system) is flagged for review by the employee’s manager.
   • Manager Review:
     • Managers receive a notification of the overtime request and can review the details of the request, including the total number of overtime hours worked or requested.
     • The manager can then choose to approve, reject, or request additional information from the employee.
   • Approval or Rejection:
     • If approved, the overtime hours are added to the employee's timecard and payroll for processing at the appropriate overtime rate (e.g., 1.5x or 2x the regular pay rate).
     • If rejected, the request is logged in Bear Trax with the manager’s reason for rejection, and the employee is notified of the decision.
     • All approved or rejected overtime requests are logged for auditing purposes.

3. Overtime Approval Notifications:

   • Employees are notified when their overtime request is approved or rejected, with reasons for rejection if applicable.
   • Managers can also receive reminders for pending overtime approval requests to ensure timely responses.

4. Audit Trail and Reporting:

   • Every overtime request (manual or automatic) is logged in the system, with details such as:
     • The time and date of the overtime work.
     • The reason for overtime (if provided).
     • The name of the approving manager.
     • Any comments added during the approval process.
   • Bear Trax generates overtime reports that managers can filter by employee, department, or time period to review all overtime worked, approved, and processed.

Time Off Approval Workflow

1. Time Off Request Submission:

   • Employees can submit requests for PTO (Paid Time Off), sick days, or other types of leave through Bear Trax.
   • During the submission process, employees select the type of time off, the desired dates, and provide any supporting information or notes (e.g., reason for sick leave, vacation plans).

2. Time Off Request Approval Process:

   • Request Routing:
     • Time off requests are routed to the employee’s Manager, Team Lead, or Admin based on the company’s hierarchy.
     • The approver receives a notification in Bear Trax, prompting them to review the request.
   • Manager Review:
     • Managers can review the time off request, including the dates requested and the total leave balance (e.g., remaining PTO or sick days).
     • The manager can approve, reject, or request modifications to the time off request (e.g., suggesting alternate dates).
   • Approval or Rejection:
     • Approved requests automatically update the employee’s calendar and timecard, reflecting the approved time off.
     • Rejected requests are logged with reasons provided by the manager. The employee is notified of the rejection and any comments.
     • Managers can also leave notes for partial approvals (e.g., approving only part of the requested time off).
   • Special Considerations:
     • If the employee's request exceeds their available leave balance or falls on critical workdays, managers can flag the request and consult with HR before finalizing their decision.

3. Notification and Confirmation:

   • Employees receive a notification once their time off request is approved or rejected. Approved time off is reflected in their Bear Trax schedule and timecard.
   • Managers are notified of any pending requests to ensure timely review and approval.

4. Audit Trail and Reporting:

   • All time off requests, whether approved or rejected, are logged in Bear Trax. The system keeps a complete record of:
     • The date the request was submitted.
     • The type of leave requested.
     • The decision made (approval or rejection) and the approving manager's name.
     • Any comments or reasons provided for the decision.
   • Leave Reports:
     • Managers and HR can generate detailed reports showing all time off requests, approvals, and rejections. These reports can be filtered by department, employee, or time period for comprehensive review and auditing.

Summary:

The Overtime and Time Off Approval Workflow in Bear Trax is designed to streamline the process of managing employee requests for additional work hours or time off. With role-based approvals, detailed logging, and automatic notifications, the system ensures that all requests are handled promptly and transparently, providing a smooth experience for both employees and managers. This workflow enhances productivity by maintaining clear communication and accountability while keeping an accurate record of all employee time adjustments.