Overtime Claim Processing Without Submitting a Time Sheet

The system allows for processing overtime claims and TOIL claims through several different processes, according to the settings in Main Client. It is possible to adjust the settings to suit your requirements. Example scenarios include, but are not limited to, the following:

  • Authorising and converting overtime and TOIL claims with a time sheet

  • Authorising and converting overtime and TOIL claims without a time sheet

  • Converting claims through Payroll Export

In Release 12, Totalmobile introduced the system setting option Convert Payment Claims to Actual when Authorised. Additionally, the changes simplified overtime claim processing logic by removing a separate customer-specific path and using a single common process instead.

Convert Payment Claims to Actual when Authorised

The Convert Payment Claims to Actual when Authorised system option controls whether overtime claims are automatically converted from Requested (pending) to Actual (processed) status upon authorisation. This is aligned to the relevant claim type (TOIL or Payment).

This functionality is comparable to the existing Convert TOIL Claims to Actual when Authorised system setting option.

The system functions as follows, depending on whether this system option is enabled for a given claim type.

When enabled for a claim type, either:

  • Approved claims are immediately processed into actual records at the point of Overtime Authorisation.

  • Approved claims are processed into actual records on submission if Pre-Authorisation is disabled.

When disabled for a claim type:

  • Claims remain in a Requested (pending or authorised) state.

  • Claims do not change to Actual (processed) until they are converted through standard processes, such as Time Sheet authorisation or Payroll Export.

Convert Payment/TOIL to Actual when Authorised

When either the Convert TOIL to Actual when Authorised or Convert Payment to Actual when Authorised setting is enabled, the system performs the following actions:

  • Consistently converts the claim to an actual record

  • Updates the required records

  • Sends the overtime notification email (if enabled)

All customers using either of these automatic "Convert" options receive the same notification.

In Release 12, the overtime claim processing logic was simplified by removing a separate customer-specific path and using a single common process instead. Previously, the overtime notification email was only sent via a customer-specific process.