Overtime Request and Approval Form Template
Overtime is often approved by habit and reviewed never. This form ties each request to named jobs, a reason and the alternatives considered, so approvals are fast and later review is simple.
Fill in
Overtime Request and Approval Form Template
Overtime Request
Acme Precision Ltd Request date: 2026-10-20 Overtime date: 2026-10-24 Department: Machining, CNC-02 Requested by: Production scheduler
Reason
Recover late jobs
Jobs to be worked
WO-100415 (60 pcs), WO-100420 (40 pcs). Both due Monday for customer ship.
Labor
Headcount: 3 Hours per person: 8 Compute total paid hours as headcount times hours and multiply by the applicable overtime rate for the cost line.
Alternatives considered
Moving jobs to CNC-04 not possible, tooling fixed. Outsourcing quote higher than overtime.
Employee roster
| Name | Employee ID | Start | End | Hours |
|---|---|---|---|---|
Approvals
Starting point only, not legal advice. Overtime pay rules, rest periods and weekly limits depend on local labor law and your agreements; check them before use.
Overtime analytics from ERP data
Optional: a review of reporting overtime by job and cause from your ERP.
Optional. The tool and every export work without this. No spam.
How to use it
Fill in the overtime date, department, jobs and headcount, choose a reason and note what else was tried. List the employees on the roster table so payroll can reconcile hours. Download as PDF, collect signatures and file one copy with payroll. Use the cost calculator in this batch to compare overtime against an added shift before you ask for approval.
Why record the reason
When requests are coded by reason, patterns emerge. A steady stream of late material or downtime recovery means the cause is upstream, and overtime is paying for a planning or maintenance gap. Review the reason mix monthly with production and purchasing leadership.
- Tie every request to job numbers.
- Check alternatives before approval.
- Compare actual hours with requested hours.
Reading the cost
Total paid hours equal headcount times hours per person. Cost equals paid hours times base wage times the overtime multiplier, plus any shift allowances and employer taxes. Many plants use 1.5 for weekday overtime and 2.0 for rest days or holidays, but rules differ by country and contract.
Common mistakes
Approving overtime for a machine that is not the bottleneck produces cost without output. Skipping the material check leads to people waiting for parts. Also confirm that rest-period and maximum-hour rules are met, especially in consecutive weeks.
Frequently Asked Questions
Does this meet labor law requirements?
It is a starting point, not legal advice. Overtime, rest and consent rules vary by country, state and union agreement, so have HR confirm the form fits your obligations.
Who should approve overtime?
Typically the department head and plant manager, with HR or payroll acknowledging. Set a threshold so small requests do not wait for senior sign-off.
Can I use it for contractors?
Yes, but contractors may be paid differently. Add a column for the rate and check the contract terms.
How do I check if overtime was worth it?
Compare the jobs completed against the jobs listed. If the output was not shipped or the bottleneck was not relieved, record why and adjust the next request.
If overtime approvals and costs sit in separate systems, we can help link them to your ERP labor and work order data for review.
Related Tools
Overtime vs Added Shift Cost Calculator
Compare the weekly cost of covering a machine-hour shortfall with overtime against running an extra shift.
MES & Shop FloorDaily Production Schedule Board Worksheet
An editable job board that totals setup and run hours per line so a scheduler can see whether the day fits the shift.
MES & Shop FloorProduction Planning Meeting Agenda and Minutes Template
A ready agenda and minutes sheet for the weekly production planning meeting, with an action table and sign-off.
MES & Shop FloorHot Job Expedite Request Form Template
Make expedites a decision with a cost: record the job, the reason, which jobs get delayed and who approved it.
More MES & Shop Floor tools
See all- Line Balancing Worksheet
- SMED Changeover Reduction Worksheet
- Finite Capacity Scheduling Worksheet
- Production Schedule Template
- Bottleneck Analysis Calculator
- Drum Buffer Rope Buffer Sizing Calculator
- Production Schedule Adherence Calculator
- Production Schedule Release Checklist
- Shift Handover Production Log Template