Overtime and overtime balance

In PSA, there are two ways to track "extra hours": additional hours are automatically added to the standard hour balance when exceeding expected work hours. Meanwhile, overtime hours must be specifically marked as overtime by the user.
Enable overtime tracking in time entry settings. Overtime can be recorded on projects by using the option available in the time entry slider. 
When overtime balances are taken as time off or compensated, overtime balance can be reduced using a specific internal project or directly from settings.  
To start tracking, an Admin user must complete overtime-related settings and define overtime multipliers. 
Permissions: Admin
PSA plans: Enterprise, Enterprise+

Overtime Settings

Overtime Hours Management

• Activate Overtime Tracking: When enabled, overtime features are visible in time entries and reports.
• Approve Overtime Hours Before Billing: When enabled, overtime hours must be approved before they can be added to a customer invoice.
• Approve Overtime Hours Before Adding to Overtime Balance: When enabled, overtime must be approved before it is added to the user’s overtime balance. 
• Overtime Description Mandatory: When enabled, descriptions are mandatory for overtime entries.
• In the overtime balance calculation daily working hours are taken into account: When enabled, the user's standard expected daily hours must be met before additional hours can be marked as overtime. 
  

Choose Project to Use Overtime Hours

This section requires selecting an internal project where accrued overtime taken as leave or paid out is recorded. This means that in the future, time entries in this project will reduce the user's overtime balance. An alternative method to reduce overtime balance is available under "Overtime Hour Balance" in settings. 

Overtime Multipliers

Multipliers must be set for calculating overtime hours towards the final overtime balance. Multipliers are defined separately for weekdays, Saturdays, and Sundays/holidays.

1. Go to Settings > Feature Settings > Time Management > Overtime > Overtime Multipliers.
2. Select Type, choosing multipliers for weekdays, Saturdays, or Sundays/holidays.
3. Click Add.
4. Define Start, End, and Multiplier, specifying the hours range for which the multiplier applies. Changes are saved automatically.

Example: The user records 3 hours of overtime on a weekday.

• The first hour (0-1) is at a 1x multiplier, resulting in 1 hour added to the overtime balance.
• The following hours (1 - end of the day) have a 1.5x multiplier, resulting in 3 hours for this period.
  The user accrues a total of 4 hours to their overtime balance for 3 hours of overtime.

Overtime Hour Balance

Users' overtime balances can be manually adjusted, for instance, when paying out overtime hours as wages. Overall overtime balance is available in reports, e.g., under Reports > Hours in the overtime report.

Viewing Overtime Balance Changes

1. Go to Settings > Feature Settings > Time Management > Overtime > Overtime Hour Balance.
2. Select the Time Span  for review.
3. Choose the User whose overtime balance changes you wish to view. The list will filter based on your selections.
   Overtime balances can also be reviewed through individual user profiles. 

Editing Overtime Balance

1. Go to Settings > Feature Settings > Time Management > Overtime > Overtime Balance.
2. Click Add Overtime Hour Balance.
3. Define the User.
4. Set the Change Date, indicating when the adjustment should take effect.
5. Specify the Hours to adjust the overtime balance.
   • To decrease by, for example, 10 hours, enter -10.
   • To increase by 10 hours, enter 10.
6. Add a Description, such as the reason and editor. Changes save automatically.