Overtime is a surprise at payroll

Signs you have this problem

• The first time anyone sees the week's overtime is when payroll runs
• Supervisors cannot say who is close to overtime on a Thursday afternoon
• Job costs jump after payroll because overtime was never in the estimate
• The same few workers carry most of the overtime while others have light weeks
• Overtime approvals are given verbally and nobody can find them later

What usually causes it

• Hours are totaled only at the end of the period, so nobody sees them building during the weekThe invisible queue
• The schedule and the timekeeping record are separate, so scheduling decisions ignore hours already workedThe field-to-office split
• Overtime is approved by a call or text that never reaches the officeApproval drag

What to try this week

1. Look back at recent pay periodsFor the last several periods, list who worked overtime, on which jobs and on which days. Look for the jobs, days and people that repeat.
2. Total hours mid-weekOn a set day each week, add up hours worked so far for every worker. Share the list with supervisors and the scheduler.
3. Decide who approves overtimeWrite down who can approve planned overtime and how the approval is recorded. Keep it simple enough that people follow it on a busy day.
4. Mark planned and unplanned overtimeWhen payroll runs, label each overtime entry as planned or unplanned. Unplanned overtime points to the scheduling or job problems worth looking at.