Rendering overtime allows an employee to not only accomplish more of his work but also to receive additional benefits, specifically the company’s overtime pay as part of his salary. However, before any employee can render overtime hours or stay in the workplace beyond his intended shift, he must first acquire the approval of the company by filing an overtime authorization form.

What Is an Overtime Authorization Form?

An overtime authorization form is a document which must be completed and be submitted by an employee who would like to render additional working hours in the company. The form will allow the company management to know the schedule of the employee, the number of requested overtime hours, and the reason for the overtime. Furthermore, the form will also be used by the management to indicate the decision of whether or not to approve the employee’s overtime request.

Overtime Authorization Form Sample

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Overtime Authorization Request and Approval Form

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Types of Overtime Authorization Forms

Custodial Overtime Authorization Form – Custodial workers are those who provide cleaning and maintenance services to their clients. It is essential that when a custodial worker will change his schedule or yet add working hours, the client and the company will be informed. This is when a custodial overtime authorization form will be used. The form has two pages wherein the first page is for the information to be known by the worker regarding overtime hours, payments, and eligibility requirements while the second page is where the name of the worker, his work hour schedule, the department that he works in, and the reason for his overtime.

Custodial Overtime Authorization Form

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Overtime and Leave Authorization Form – This type of authorization form is not only for requesting an overtime authorization but also for filing a leave. The form is composed of four sections. The first section is for the basic data of the employee such as his name, job title, department assignment, and the name of his director or supervisor. The second section of the form is allotted for the details of the employee’s overtime request while the third section is for his leave request. Additionally, the fourth section is intended for the signatures of the employee and his supervisor along with the date of when the authorization was granted.

Overtime and Leave Authorization Form

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Overtime Authorization Agreement Form – Compared to the aforementioned form types which are to be filled out by the employee who will be rendering the overtime, this type of form is to be completed by the supervisor of the requesting employee. The only area of the form which is for the employee is the signature line to state his affirmation in the data disclosed in the form. Furthermore, the supervisor will need to state the name of the employee along with his own name in the allotted lines, the number of hours granted for the employee’s overtime, the date of the overtime, and the type of reward to be given to the employee.

Overtime Authorization Agreement Form

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Overtime Compensatory Time Authorization Form – Employers and companies who prefer to offer compensatory time off to their employees who have rendered overtime work instead of providing the usual overtime payment must have an overtime compensatory time authorization form readily prepared. This document will ensure that the company will be informed about an employee’s intent to work in the office more beyond his schedule and that he will be taking compensatory time off in lieu of his overtime. The approval for the overtime work and the compensatory time off of the employee will be separated in the form. Additionally, the employee’s name, the date of the current pay period where the paid time off falls into, his identification number, and his signature will also have to be included in the form.

Overtime Compensatory Time Authorization Form

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Overtime Authorization Form Tips

When making overtime authorization forms for a company, the tips below should be kept in mind to ensure that the document will be effective in recording the details of the employee’s authorization request:

Focus on collecting relevant information

Document-preparers should know what types of data and information the company needs to know from the employee who will be filing the authorization form. Furthermore, the most important pieces of information to collect in the form would include the basic data of the employee along with the date and time of his overtime work.

Use a professional or formal tone

This is highly essential especially if there are agreement statements or notices to be incorporated into the form to inform the user. However, the tone is also not only limited to words and phrases but also to the design of the form’s contents, elements, and layouts such as the colors and the fonts to be used in the form.

And lastly, a document-preparer should consider using authorization form templates. This not only eases the process of making the form but also provides a guide and idea of how elements can be placed to achieve a specific design or output.

Overtime Pre-Authorization Form

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Overtime – Equivalent Time Authorization Form

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Overtime Pay Request and Authorization Form

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Overtime Authorization Form Formats

In addition to the aforementioned tips that document-preparers of companies should take note is to know the type of format that the company will be using in their authorization procedure. For instance, if the company prefers to use the form physically by printing it out and handing it over to whoever would want to take an overtime work, then the type of format to use should be the “.DOC” format which is the most common and basic type among the other available formats.

Overtime Authorization Form in DOC

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Overtime Authorization Form in XLS

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While, if the company allows prioritizes electronic documentation and record-keeping, then there are two formats to choose from. The first is the spreadsheet format or “.XLS” format which can be created using a spreadsheet software application program. This format is suitable for companies who want to utilize rows and columns or tables to collect data. On the other hand, if the company prefers to send the overtime authorization form to their employees or yet incorporate the form into their internal website wherein the employees can access and fill out the form, then a fillable “.PDF” or portable document file format can be used instead. This form can be made by simply converting the two aforementioned formats using a document converter, and by using software application programs which will make the entry fields of the form easy to fill out and interact to the user.

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