Overtime Tracker Template
An overtime tracker template to log extra hours, multipliers, and approval status by employee so overtime is authorised, accurate, and paid at the right rate.
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What you get
- An overtime log with date, hours, reason, and approval columns
- Rate multiplier support for standard and premium overtime
- A per-employee monthly overtime and cost summary
- An approval-first workflow that keeps overtime authorised
Template preview
The structure, not the finished file. The PDF and CSV carry the complete version.
Tracker details
- Team / department
- Pay period
- Standard overtime threshold— e.g. over 40 hrs/week
Overtime log
| Date | Employee | OT hours | Reason | Multiplier | Approved by | Status |
|---|---|---|---|---|---|---|
| Alex Rivera | 2 | Month-end close | 1.5x | Pending |
Monthly overtime summary
| Employee | Total OT hours | Base rate | Avg multiplier | OT cost |
|---|---|---|---|---|
| Alex Rivera | ||||
| Jordan Lee |
OT cost = OT hours x base rate x multiplier. Common multipliers are 1.5x (time-and-a-half) and 2x (double time). Only approved rows should flow into payroll — keep pending and declined entries out of the cost total.
The preview stops here; the template continues in the download.
How to use this template
- Pre-authorise overtime. Have employees flag expected overtime and a manager approve it before the hours are worked where possible.
- Log the hours. Record each overtime block with the date, hours, reason, and the multiplier that applies.
- Total and cost it. Sum overtime per employee each month and calculate the cost using base rate times multiplier.
Frequently asked questions
When does overtime apply?
It depends on your jurisdiction. Many regions trigger overtime above 40 hours in a week; others use a daily threshold such as over 8 hours a day. Set your threshold at the top of the tracker and apply it consistently.
What multiplier should I use?
Time-and-a-half (1.5x) is the most common rate for standard overtime. Double time (2x) often applies to holidays or hours beyond a higher daily threshold. Match the multiplier to your policy and local labour law.
Why require approval before overtime is worked?
Pre-authorisation controls cost and confirms the work is genuinely needed. It also protects the company from disputes over unauthorised hours. Keep the approval column filled before any overtime reaches payroll.