This guide is for business owners and administrators who want to manage work schedules by obtaining prior manager approval after pre-planning field work, business trips, and overtime (extended hours, holiday work, etc.).
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What is the Pre-Approval Policy for Overtime Work?
The pre-approval system for overtime work is a system that requires employees who wish to work overtime to submit an overtime request in advance and obtain approval before working.
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The pre-approval policy for overtime work is a way to document the agreement between employees and employers. Because there is little cost or administrative burden when operating the policy and it is easy to predict overtime hours, many companies are now managing overtime work through a pre-approval process.
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When operating a pre-approval system for overtime work, be sure to sufficiently inform and notify employees that overtime work without prior approval is not permitted, so that employees do not voluntarily work overtime on their own. This pre-approval system can be expanded to cover extended hours, night shifts, holiday work, and field work.
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"In that case, if prior approval was not obtained, do we not need to pay additional allowances even if overtime occurred?"
That is not the case!
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Although the Ministry of Employment and Labor issued an authoritative interpretation stating that overtime allowances do not need to be paid for overtime work done without prior approval, court precedents have ruled otherwise in some cases. Court precedents have considered the workplace atmosphere where it is realistically difficult to apply for overtime, and ruled that in such cases, overtime allowances must be paid for actual overtime hours worked, even if no overtime request was submitted.
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Therefore, to operate a pre-approval system for overtime work smoothly, you must review and consider the following points.
If it is reasonably recognized that performing work was necessary even without prior approval, overtime allowances must be paid.
If there was an implicit instruction from the employer, overtime allowances must be paid even without prior approval.
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Managing Overtime with Pre-Approval in flex Using the Work Feature
Without creating a separate approval document like a workflow, members can pre-register overtime such as extended hours, night shifts, and holiday work through the [Work] menu, so that only the actual hours up to the registered time are recorded.
Members must be granted work editing permissions in order to pre-register overtime.
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Members can plan and pre-register their overtime on a daily, weekly, or monthly basis under Work - My Work. When work or overtime is registered, if approval is configured to be triggered, an approval request will be sent to the manager for the pre-registered work record.
For details related to work approval, please refer to the guide on the right! Work Approval Guide
Afterwards, if you set the default clock-out method to [On-Time Clock-Out] under [Settings] - [Work Type] - [Default Clock-Out Settings],
when a member clocks out after the scheduled end time, their departure will be recorded at the scheduled end time based on their work type by default. However, since members can also change this setting, please guide them on this in advance.
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When the default clock-out setting is set to [On-Time Clock-Out], it works as follows
If a member registers work from 9:00 AM to 8:00 PM on Monday, resulting in 2 hours of overtime from 6:00 PM to 8:00 PM
If the member starts work in real time on that Monday, the on-time reference for clock-in is 9:00 AM and for clock-out is 8:00 PM. Accordingly, if the member starts work at 9:00 AM and clocks out 1 hour later than the pre-registered overtime end time — for example, pressing clock-out at 9:00 PM — the work will be recorded as ending at the [scheduled time] of 8:00 PM.
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Alternatively, if a member has not pre-registered overtime or other excess hours, and you want to configure the actual work end time to align with the scheduled end time, you can do so with the following settings.
For example, if a member's work type has a clock-in time of 9:00 AM and a daily scheduled work hours of 8 hours, and you want their work to end at 6:00 PM (the scheduled time) even if they clock out at 8:00 PM, you can use this setting.
In [Settings] - [Work Type] - [Real-Time Work Recording] - [On-Time Clock-In/Out Settings], select "Accept on-time only" for the on-time recognition range.
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Also, for the default clock-out setting, select [Prioritize on-time clock-out].
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Managing Overtime with Pre-Approval in flex Using Workflows
In flex, members can create approval documents through workflows to submit an overtime request form in advance, or pre-register work to trigger pre-approval before the overtime date.
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When Using Real-Time Work Recording
For workplaces that record work in real time, but require prior approval for extended hours, holiday work, and night shifts, you can operate as follows.
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Use the workflow feature to create an overtime request form for extended hours, night shifts, holiday work, etc.
Use the Create New Form guide to create and operate a form like the example below.
The form above is an example. When operating an overtime request form, please consult with a labor specialist and create a form that suits your company's internal regulations.\n
At the bottom of the left menu, go to [Settings] → [Work Settings] → and set approvers for [Extended Hours, Holiday Work, Night Shift] so that approval is triggered.
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Members can leave an [End Work] → [Confirm] → [Approval Request Message] from the PC or mobile app.
TIP. Workflows and work records are currently not linked.
When leaving a work memo, you can coordinate with members in advance on what to include in the memo — such as noting that a workflow document was submitted beforehand, or having members enter the document number they submitted.
Example 1 (left) Screen for leaving an approval message when ending work on PC
Example 2 (right) Screen for leaving an approval message when ending work on the mobile app
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For managing and reviewing overtime, we recommend deciding on the period (daily, weekly, monthly, etc.) and downloading the corresponding daily and period-based attendance reports and workflow documents for review.
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Examples)
Compare overtime request forms with member work records every day
Compare overtime request forms with member work records n times per week
Compare overtime request forms with member work records n times per month
4. You can manage overtime afterward in the following ways.
From the left menu, go to [Workflow] → [Company Documents], apply form filters and date range filters, download the documents as an Excel file, and then
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From the left menu, click [Attendance Management] - [Work Record Management] - [Member Work Records], download attendance records by date range or by day, and compare members' actual recorded work hours with the overtime dates and hours in the approval documents.
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When Not Using Real-Time Work Recording
For workplaces where work is not recorded in real time and members directly register their own work hours using the my work hours editing permission, but extended hours, holiday work, and night shifts still require prior approval, you can operate as follows.
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Use the workflow feature to create an overtime request form for extended hours, night shifts, holiday work, etc.
Use the Create New Form guide to create and operate a form like the example below.
The form above is an example. When operating an overtime request form, please consult with a labor specialist and create a form that suits your company's internal regulations.\n
At the bottom of the left menu, go to [Settings] → [Work Settings] → and configure [Extended Hours, Holiday Work, Night Shift] to require both approval and a reason to be entered.
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Under the [Work Policy] category at the bottom, set an approver for the [Work] policy.
If members are granted the my work hours editing permission, they can freely modify their work records. By setting an approver per work policy, approval will be triggered whenever a member registers or edits work, which helps prevent abuse.
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You can also configure approval to be triggered when modifying past work records from the bottom of the left menu at [Settings] → [Work Settings] → [Past Work Modification].
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If the modifiable period is set to 1 day, approval will be triggered when modifying work records that are [more than 1 calendar day old].
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Example) Modifying a confirmed work record on April 11, 2024 (same day) → No approval triggered
Modifying April 10 (previous day) work record on April 11, 2024 → No approval triggered
Modifying April 9 (2 days prior — more than 1 calendar day) work record on April 11, 2024 → Approval triggered
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If you want approval to be triggered when modifying work records on the same day or the previous day,
please set approval on the default work policy as described above!
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4. Members can directly enter work under [Work] → [My Work] from their PC or mobile app, and leave an [Approval Request Message].
TIP
For managing and reviewing overtime, we recommend deciding on the period (daily, weekly, monthly, etc.) and downloading the corresponding daily and period-based attendance reports and workflow documents.
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5. You can manage overtime afterward in the following ways
From the left menu, go to [Workflow] → [Company Documents], apply form filters and date range filters, download the documents as an Excel file, and then
From the left menu, click [Attendance Management] - [Work Record Management] - [Member Work Records], download attendance records by date range or by day, and compare members' registered work record hours with the overtime dates and hours in the approval documents.
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Field work and business trips can also be managed in advance in a similar manner!
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If pre-work approval is obtained through a workflow, is the work automatically registered?
If pre-work approval is obtained through a workflow, is the work automatically registered?
Even if field work, business trips, remote work, etc. are requested and approved through a workflow, actual work registration does not happen automatically! The workflow is a pre-approval process, and actual work registration must be done directly by the member or administrator.
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If you want to complete work approval simply by registering work without going through a workflow approval process,
you can configure approval settings in the work policy. When a member registers work, an approval request will be triggered and the approver can review it. You can find detailed configuration instructions in the guide below.
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