Overtime

How employees file overtime from the kiosk and how you set the grace period and overtime thresholds per location.

Overtime

ClockTap detects overtime automatically when someone works past their scheduled shift, but detected overtime is only a flag — it is not payable until the employee files it and an approver approves it. Filed, approved overtime is the only overtime that lands on your payroll export.

If the payroll page warns you that overtime is going unfiled, it usually means your team hasn't been shown how to file it, or the grace period and thresholds for the location need a look. This page covers both.

Filing overtime

Employees file their own overtime from the kiosk (or their self-service hub on a personal device). Overtime already sitting unfiled shows up under the Overtime tab, and a fresh clock-out that ran long prompts them right away.

File overtime from your phone

Two ways to file: right after you clock out, or later from the Overtime tab — confirm the hours, add a reason, and it goes to Approvals.

There are two ways to file:

Right after clocking out — if the shift ran past schedule, an Overtime Detected prompt appears immediately. The employee confirms how much to file, adds a short reason, and taps File Overtime.
Later, from the Overtime tab — if they tapped Skip or clocked out earlier, every shift with unfiled overtime is waiting on the Overtime tab with a File Overtime button.

Either way, the request lands in Approvals for an approver to approve or reject. See Managing approvals.

Only approved overtime is payable and appears on the payroll export — pending and unfiled overtime never do.

Grace period & overtime rules

Each location sets its own grace period and overtime thresholds, which decide when overtime is detected in the first place and how it is rounded. You'll find them in Location settings → Grace Period/OT.

Set the grace period and overtime rules

Open a location's Grace Period/OT settings to tune the grace period, minimum overtime, and overtime increment.

Grace period — Minutes after shift start before an employee is marked late.
Minimum overtime — Overtime is only recorded once it reaches this many minutes. Set to 0 to record all overtime.
Overtime increment — Overtime is counted in whole blocks of this many minutes; leftover minutes that don't fill a block are dropped. For example, with a 60-minute increment, 1h 50m counts as 1h. Set to 0 to count every minute.

Tune these so the overtime ClockTap detects matches how you actually pay it — then make sure your team knows to file it from the kiosk.