Free form template · Word

Overtime Approval Form

An overtime approval form certifies the overtime actually worked after the fact, comparing actual hours from attendance records with the pre-approved hours. The supervisor certifies it, the department head approves it and HR sends it to payroll so only verified overtime is paid.

Editable Word (.docx)
Made for India
16 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the form

[Highlighted] = fill in

[Company Logo][Company Name]

OVERTIME APPROVAL FORM (ACTUAL HOURS)

Company:: [Company Name]
Department:: [Department]
Period:: [DD/MM/YYYY] to [DD/MM/YYYY]
Pre-approval Ref.:: [Reference Number]

Employee ID	Employee Name	OT Date	Planned Hours	Actual In–Out (system)	Actual OT Hours	Variance Reason	Pay / Comp-Off
[Employee ID]	[Employee Name]	[DD/MM/YYYY]	[Hours]	[HH:MM–HH:MM]	[Hours]	[Reason]	[Pay / CO]
[Employee ID]	[Employee Name]	[DD/MM/YYYY]	[Hours]	[HH:MM–HH:MM]	[Hours]	[Reason]	[Pay / CO]
[Employee ID]	[Employee Name]	[DD/MM/YYYY]	[Hours]	[HH:MM–HH:MM]	[Hours]	[Reason]	[Pay / CO]
[Employee ID]	[Employee Name]	[DD/MM/YYYY]	[Hours]	[HH:MM–HH:MM]	[Hours]	[Reason]	[Pay / CO]

Summary

Total Employees	Total Planned Hours	Total Actual Hours Approved
[No.]	[Hours]	[Hours]

Certification

I certify that the employees listed above worked the overtime hours shown, that the work was necessary and was completed, and that the hours match the attendance system records.

Certified by
[Supervisor Name]
Date: [Date]

Approved by
[Department Head]
Date: [Date]

HR / Payroll

Verified against biometric / attendance records
Weekly and quarterly hour limits checked
Forwarded to payroll on [Date]

Overtime is paid as per applicable law and company policy. Comp-off, where chosen and permitted, will be credited as per the Comp-Off Policy.

HR
[HR Name]

Payroll
[Payroll Executive]

Download Word (.docx) — free

What this template includes

Reference to pre-approval – link to request form
Planned vs. actual hours – variance visible
Attendance system time stamps – verification
Work completed confirmation – output check
Payment or comp-off choice – as per policy
Approval chain – supervisor, head, HR
Payroll forwarding – closes the loop

When to use it

After planned overtime has been worked
Closing overtime for the month before payroll
Emergency overtime that needs post-facto approval
Reconciling overtime with biometric records

How to customise this template

1Add your payroll cut-off date
2Include comp-off option if policy allows it instead of payment
3Add a variance reason column
4Use one row per employee per day

HR tips

Approve only hours visible in attendance records
Ask for reasons when actual exceeds planned hours
Do not split hours across days to hide limits
Send to payroll before cut-off to avoid arrears

This template is a starting point. Review it against applicable labour laws, state Shops & Establishments or Factories rules, your standing orders and the overtime rules applicable to your establishment, and consult a legal adviser where needed.

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

What is the difference between overtime request and overtime approval?+

The request seeks permission before overtime; the approval certifies hours actually worked so payroll can pay them.

Can overtime be given as comp-off instead of pay?+

Some companies offer comp-off for eligible staff, but where law requires overtime wages they must be paid as per applicable law. Check eligibility before offering comp-off in place of pay.

Who should approve overtime?+

The supervisor certifies hours, the department head approves and HR verifies against attendance before sending to payroll.

All 50 attendance & time management →

[Company Logo][Company Name]

SHIFT CHANGE APPROVAL FORM

Approval No.:: [Reference Number]
Request No. / Date:: [Reference Number] / [DD/MM/YYYY]
Date:: [Date]

1. Employee and Request Summary

Employee Name
Employee ID
Department
Current Shift
Requested Shift
Period Requested

2. Supervisor Review

Check	Status	Comments
Minimum manpower maintained in current shift	[Yes / No]	[Comments]
Minimum manpower maintained in requested shift	[Yes / No]	[Comments]
Rest of [No.] hours between shifts ensured	[Yes / No]	[Comments]
No unplanned overtime created	[Yes / No]	[Comments]
Skills / certification match (for swaps)	[Yes / No]	[Comments]

3. Decision

Form · Word

Shift Change Approval Form

Download .docx

[Company Logo][Company Name]

OVERTIME REQUEST FORM (PRIOR APPROVAL)

Company:: [Company Name]
Department:: [Department]
Request No.:: [Reference Number]
Date of Request:: [Date]

1. Overtime Details

Employee ID	Employee Name	Designation	OT Date	From	To	Planned Hours
[Employee ID]	[Employee Name]	[Designation]	[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Hours]
[Employee ID]	[Employee Name]	[Designation]	[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Hours]
[Employee ID]	[Employee Name]	[Designation]	[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Hours]

2. Justification

Work to be completed
Reason it cannot be done in normal hours
Customer / order / project reference
Cost centre

Planned peak workload
Breakdown / emergency
Covering absence
Statutory or audit deadline
Other: [Details]

Form · Word

Overtime Request Form

Download .docx

[Company Logo][Company Name]

BIOMETRIC ATTENDANCE CORRECTION FORM

Company:: [Company Name]
Form No.:: [Reference Number]
Date of Request:: [Date]

Section A: Employee Details

Employee Name
Employee ID
Designation
Department
Reporting Manager
Biometric / Card ID

Section B: Correction Details

Date	Punch Type (In/Out/Both)	Time Recorded	Actual Time	Location / Gate
[DD/MM/YYYY]	[In/Out]	[HH:MM or Missing]	[HH:MM]	[Work Location]
[DD/MM/YYYY]	[In/Out]	[HH:MM or Missing]	[HH:MM]	[Work Location]
[DD/MM/YYYY]	[In/Out]	[HH:MM or Missing]	[HH:MM]	[Work Location]

Section C: Reason

Form · Word

Biometric Attendance Correction Form

Download .docx

[Company Logo][Company Name]

ATTENDANCE REGULARIZATION FORM

Company:: [Company Name]
Request No.:: [Reference Number]
Submitted On:: [Date]

Employee Details

Employee Name
Employee ID
Department
Designation
Reporting Manager
Work Location

Regularization Details

Date	Current Status in System	Requested Status	Type (On Duty / WFH / Travel / Training)	From – To Time	Place / Work Done
[DD/MM/YYYY]	[Absent / Half Day / Late]	[Present / On Duty]	[Type]	[HH:MM – HH:MM]	[Details]
[DD/MM/YYYY]	[Absent / Half Day / Late]	[Present / On Duty]	[Type]	[HH:MM – HH:MM]	[Details]
[DD/MM/YYYY]	[Absent / Half Day / Late]	[Present / On Duty]	[Type]	[HH:MM – HH:MM]	[Details]
[DD/MM/YYYY]	[Absent / Half Day / Late]	[Present / On Duty]	[Type]	[HH:MM – HH:MM]	[Details]

Approval reference (email / travel order no.)
Attachments

Form · Word

Attendance Regularization Form

Download .docx

Form · Word
Absence Explanation Form
Download .docx
[Company Logo][Company Name]
SHIFT CHANGE REQUEST FORM
Company:
[Company Name]
Department:
[Department]
Date of Request:
[Date]
Part A: Employee Details
Employee Name
Employee ID
Designation
Shift Supervisor
Contact Number
Part B: Request Details
Current Shift Current Timing Requested Shift Requested Timing From Date To Date
[A/B/C/General] [HH:MM–HH:MM] [A/B/C/General] [HH:MM–HH:MM] [DD/MM/YYYY] [DD/MM/YYYY]
- Temporary change
- Permanent change
- Shift swap with a colleague
Form · Word
Shift Change Request Form
Download .docx

Absent From (DD/MM/YYYY)
Absent To (DD/MM/YYYY)
Total Working Days Absent
Date of Return to Work

Current Shift	Current Timing	Requested Shift	Requested Timing	From Date	To Date
[A/B/C/General]	[HH:MM–HH:MM]	[A/B/C/General]	[HH:MM–HH:MM]	[DD/MM/YYYY]	[DD/MM/YYYY]

[Company Logo][Company Name]

Name of Establishment:: [Company Name]
Address:: [Company Address]
Month / Quarter:: [Month Year] / [Q1–Q4]

Sr. No.	Employee ID	Employee Name	Designation	Date	Normal Hours	OT Hours	Cumulative OT (Qtr)	Approval Ref.	Paid in Month	Employee Signature
1	[Employee ID]	[Employee Name]	[Designation]	[DD/MM/YYYY]	[Hours]	[Hours]	[Hours]	[Reference Number]	[Month]	[Signature]
2	[Employee ID]	[Employee Name]	[Designation]	[DD/MM/YYYY]	[Hours]	[Hours]	[Hours]	[Reference Number]	[Month]	[Signature]
3	[Employee ID]	[Employee Name]	[Designation]	[DD/MM/YYYY]	[Hours]	[Hours]	[Hours]	[Reference Number]	[Month]	[Signature]
4	[Employee ID]	[Employee Name]	[Designation]	[DD/MM/YYYY]	[Hours]	[Hours]	[Hours]	[Reference Number]	[Month]	[Signature]
5	[Employee ID]	[Employee Name]	[Designation]	[DD/MM/YYYY]	[Hours]	[Hours]	[Hours]	[Reference Number]	[Month]	[Signature]

Monthly Total

Total Employees with OT	Total OT Hours	Employees above [No.] hours this quarter
[No.]	[Hours]	[Names]

Note: Overtime recorded here is paid as per applicable law and company policy. Entries must be supported by an approved overtime form.

Maintained by
[Time Office In-charge]

Verified by
[HR Name]

Authorised Signatory
[Authorised Signatory]

Overtime Register

Download .docx

[Company Logo][Company Name]

OVERTIME CALCULATION SHEET

Company:: [Company Name]
Payroll Month:: [Month Year]
Department:: [Department]
Standard Hours per Month:: [No.]

Basis: Hourly rate = [Wage base as per applicable law/policy] ÷ [Standard hours per month]. OT amount = Approved OT hours × Hourly rate × [Applicable OT rate as per law/policy]. Overtime is paid as per applicable law and company policy.

Employee ID	Employee Name	Approved OT Hours	Wage Base (₹)	Hourly Rate (₹)	Applicable OT Rate	OT Amount (₹)	Approval Ref.
[Employee ID]	[Employee Name]	[Hours]	[Amount]	[Amount]	[As per law/policy]	[Amount]	[Reference Number]
[Employee ID]	[Employee Name]	[Hours]	[Amount]	[Amount]	[As per law/policy]	[Amount]	[Reference Number]
[Employee ID]	[Employee Name]	[Hours]	[Amount]	[Amount]	[As per law/policy]	[Amount]	[Reference Number]
[Employee ID]	[Employee Name]	[Hours]	[Amount]	[Amount]	[As per law/policy]	[Amount]	[Reference Number]
[Employee ID]	[Employee Name]	[Hours]	[Amount]	[Amount]	[As per law/policy]	[Amount]	[Reference Number]

Department Summary

Total OT Hours	Total OT Amount (₹)	Previous Month (₹)	Change
[Hours]	[Amount]	[Amount]	[+/-]

Checks before Payroll

Template · Word

Overtime Calculation Sheet

Download .docx

Overtime Approval Form

Preview of the form

Summary

Certification

HR / Payroll

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

1. Employee and Request Summary

2. Supervisor Review

3. Decision

Shift Change Approval Form

1. Overtime Details

2. Justification

Overtime Request Form

Section A: Employee Details

Section B: Correction Details

Section C: Reason

Biometric Attendance Correction Form

Employee Details

Regularization Details

Attendance Regularization Form

1. Employee Details

2. Absence Details

3. Reason for Absence

Absence Explanation Form

Part A: Employee Details

Part B: Request Details

Shift Change Request Form

Monthly Total

Overtime Register

Department Summary

Checks before Payroll

Overtime Calculation Sheet

Overtime Approval Form

Preview of the form

Summary

Certification

HR / Payroll

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates