Overtime (OTL)

How will OTL work for people with multiple assignments?

End user will pick the appropriate assignment they have completed the overtime against
System will auto select the correct cost code

What is submitted via OTL?

Paid overtime claims
Casual hours worked
Sleep in pay
Stand by claims
Bank holiday enhanced payments

If a colleague has multiple assignments and works at varying sites, how will OTL know which site to pay them from?

The OTL submission is sent to your line manager based on the role that was selected - this could be different people.

Who from a management level can approve?

Line managers only.

If the line manager that receives the time card is not an authorised signatory, then it is that line managers responsibility to forward the time card on.

Is approval on a weekly basis?

Each time cards cover a 7 day period.

Employees can create and submit time cards on a weekly basis, however the manager can approve on a monthly basis if they find that easier. Overtime will continue to be paid 1 month in arrears.

What isn't submitted as Overtime in One Source?

Unpaid hours would need documenting in a spreadsheet and sent to payroll.
Holiday pay on overtime – spreadsheet to payroll
Paper time sheets for regular hours

Can I group my overtime and submit?

Overtime should be claimed when it is worked as per our policy. If you group overtime together and submit in bulk it will have a financial impact on your pay as it could increase your pension contribution for the month paid.

I wasn't aware I could claim Overtime, I have been claiming TOIL as an alternative, are there exceptional circumstances where I can claim?

Overtime can be paid in exceptional circumstances and depends on the needs of the service. It is covered in the HR Pay Policy - found on the HR pages under Pay Policy Statements

If managers can approve overtime/absences on OneSource could WALTER be moved over to OneSource?

This is currently a Phase 2 consideration for OneSource.

Why can’t I select 24 hours when entering timecard?

You may have personalised your preferences.

Under your initials on the right-hand side, set preferences.

Go to Regional and locate the Time Format section, ensure the format is set to a 24-hour option (e.g. HH:mm)

What is an irregular worker?

Irregular-hours worker – a worker will fall under this category if the number of hours they work in each pay period during their contractual term is variable under the terms of their worker agreement (i.e. a casual worker).

Part-year worker – a worker will be covered by this definition if they are only required to work part of that year or there are periods during the year that they aren’t required to work and which they are not paid for and this is specified in their contract.

How do casual workers get paid?

Casual workers would submit all working shifts via OTL in One Source.

Am I entitled to holiday pay as a casual worker?

Yes, you will receive your holiday pay as a top up to the basic pay you receive each pay period - this top up will be the equivalent of 12.1% of your basic pay and will be itemised on your pay slip.

How much holiday pay am I entitled to as a casual worker?

Casual workers are entitled to 5.6 weeks (28 days) statutory holiday (inclusive of bank holidays) this equates to a 12.07% top up on basic pay. The Council pay over and above this rate at 12.1%.

Can I book leave as a casual workers and will I get paid for it?

As you do not have set / regular hours as a casual worker, you do not need to book your holidays off work. It is however helpful for managers to know specific periods where you are not available for work so managers can consider who to contact for various shifts/hours. If there are periods where you are not available due to holidays, you will not be eligible for holiday pay during this time. this is because your annual allowance has already been allocated and is paid on an ongoing basis as a top up to your basic pay when you work.

Am I entitled to pay progression within my grade as a casual worker?

Casual workers do not receive pay progression as they do not accrue continuous service and therefore are paid on a spot salary / fixed scp within their pay grade.

Why is my manager suggesting I take breaks / periods of leave away from work or not offering me work 52 weeks of the year?

Although casual workers holidays are already paid to them across the year, they are still required by law to take their necessary statutory holiday breaks away from work (at least 28 days including bank holidays), albeit they will not be paid during this time.

As a casual worker - What are the PH elements on my payslip?

These are the new elements that have been created to automatically pay the holiday pay

As a casual worker how do I receive my holiday pay top up?

This will be automatic and will be paid through the payroll system. You will receive holiday pay every time you receive basic pay in a pay period (at 12.1%) and it will be itemised on your pay slip. You do not need to submit a separate claim to receive your holiday pay or claim anything on OTL - your holiday pay will be paid automatically when you claim for your normal hours worked.

As a casual worker - Is the Holiday pay pensionable?

Yes, Holiday pay is pensionable, taxable and Niable

As a casual worker am I eligible for statutory payments?

Dependent on your circumstances you may be eligible for statutory payments and therefore you should notify your manager when you are not available due to sickness absence or any other form of family related absence (e.g. maternity leave). Your manager should register this absence on One Source to ensure you receive eligible payments which may also include holiday pay during such periods of absence.

Am I eligible for holiday pay when I work overtime?

If you are a permanent or fixed term/temporary employee with a set amount of contractual hours each pay period, and work either contractual overtime or regular or reoccuring overtime, you will be eligible to receive an additional payment for holiday pay owning.

How much holiday pay am I entitled to when working overtime?

Employees are entitled to receive 20 days (or pro-rata hours for p/t workers), this includes bank holidays (and is based on the European Working Time Directive - known as Euroleave). This equates to a 7.7% top up on overtime pay and will be paid each pay period overtime is paid and will be itemised on your pay slip.

Holiday Pay for overtime worked: Can I book this holiday pay as leave / time off work?

No, it is automatically paid to you with your overtime pay and so the period of leave to which it equates can then not be taken as a period of paid leave again.

How do I receive my holiday pay top up for overtime worked?

This will be automatic and will be paid through the payroll system. You will receive holiday pay every time you receive overtime pay in a pay period (at 7.7%) and it will be itemised on your pay slip. You do not need to submit a separate claim to receive your holiday pay or claim anything on OTL - your holiday pay will be paid automatically when you claim for your overtime hours worked.

Is Holiday pay pensionable?

Yes, Holiday pay is taxable, Ni'able and pensionable