An overtime authorization form helps you control labor costs by approving overtime before it is worked. It also reminds managers of the most important rule: any overtime actually worked must be paid.
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Important: please read
This template is a free starting point, not legal advice. MadyHR.ai is not a law firm and cannot give legal advice. Employment law is different in every state, and some cities have their own rules. Laws also change. Before you use this template, check it against the laws where your employees work, and speak to an employment attorney or your state labor department if you are unsure. You use this template at your own risk, and MadyHR.ai accepts no responsibility for how it is used. Links to official government websites are given for information only; MadyHR.ai is not affiliated with or endorsed by any government agency.
When to use this template
Busy periods and deadlines
Controlling overtime costs
Recording why overtime was needed
Tips before you use it
Overtime that is worked must be paid at least one and a half times the regular rate, even if it was not authorized.
Do not ask employees to "bank" overtime as time off in a later week — private employers generally cannot replace overtime pay with comp time.
Check your state for daily overtime rules.
Rules in your state may differ. Federal law sets the minimum. Your state — and sometimes your city or county — may add extra rules on this topic. Check with your state labor department before you use this template.
Find your state labor office (U.S. Department of Labor)
Template preview
Replace everything in [brackets] and delete the notes for employers before you use it. The Word download contains the full template.
[Company Name]
Overtime Authorization Form
Employee name: [Employee Name]
Job title: [Job Title]
Department: [Department]
Date(s) of overtime
Estimated overtime hours
Reason overtime is needed
Employee
Signature
Date
Manager approval
Approved
Approved with changes
Not approved
Approved hours
Comments
Manager
Signature
Date
After the overtime
Actual overtime hours worked (all must be paid)
Note for employer (delete before use): All overtime actually worked must be recorded on the timesheet and paid, whether or not it was approved.
Can a private employer give comp time instead of overtime pay?
Generally no. Under the FLSA, private-sector employers must pay overtime in cash for hours over 40 in a workweek. Compensatory time off instead of overtime pay is mainly allowed for public-sector employers.
What if an employee works overtime without approval?
You must pay for the hours. You may address the breach of policy through discipline.
Official sources
Each source below is an official U.S. government website. Check them for the latest rules.
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