Is Waiting for Client Dinners or Routine Tasks Really Overtime? Seeking Your Views on Policy Execution

Understanding Overtime Policy Execution

I want to understand the overtime policy execution process. In our company, we have declared that overtime is allowed for a maximum of 2 hours a day upon approval by the heads if the work is deemed essential to be completed on the same day. Employees are then allowed to receive overtime pay at 1.5 times the regular rate.

I am questioning whether if a person is required to wait late into the day for a client visit, including waiting until the client dinner, should this time be considered as overtime or not. In my opinion, it is part of their role and should not be classified as overtime. Furthermore, as per our policy, only 2 hours of overtime is permitted, and if a client dinner runs late, what should be the appropriate response if an employee requests overtime pay?

Similarly, if a shipping department executive stays back for shipment or container stuffing, which is a part of their role, should this be considered as overtime?

The reason for having defined overtime work is that when we initially introduced overtime, people began purposefully waiting to take advantage of overtime pay even if there was no important work to be done. Therefore, we implemented a rule that overtime is only for essential work. However, now the issue arises when routine tasks that are part of their role prompt requests for overtime, which I believe is incorrect.

If a department is overwhelmed with pending work that they couldn't complete and they wait to finish it, should this time be classified as overtime?

Kindly share your views on what kind of work should be categorized under overtime requirements in this scenario.

Regards, Vaishali

I appreciate your concern regarding some employees misusing the concept of overtime to increase their remuneration. However, it is important to ensure that managers and employers do not misinterpret the term "working hours" by substituting vague terms such as "part of role," "wait back," or "pending work." This should not be a subjective matter but one of situational management.

Defining Working Hours

To define an employee's working hours precisely, it is the normal hours that the employee is available for work. Any time beyond these normal hours, where the employee is required to be present at the workplace either at the employer's request or due to the nature of the assigned work, constitutes overtime. Even instances like waiting back for a client dinner or completing a shipment process can be considered overtime work.

Managing Workload Pressure

Managing workload pressure involves prioritization. It is the responsibility of managers and supervisors to prioritize tasks for subordinate employees based on urgency, importance, and routine to minimize delays.

Establishing realistic time schedules and providing constant, effective supervision of employee work are essential strategies.

Thank you for addressing these important issues.

Sincerely,
[Your Name]

Overtime Considerations for International Tours and Extended Work Hours

When it comes to cases where employees are on international tours and the days stretch, should this be counted as overtime?

Personally, I feel that with seniority, work roles increase. Therefore, regardless of waiting after working hours, this should not be counted as overtime. I have met heads of companies overseas, and they share the same view.

Even for a growing employee not at a senior level but waiting to handle multiple roles to explore their caliber, this should not be counted as overtime. Although I agree HR laws may differ from my view.

I believe that only when there is urgent work that cannot wait until the next day should it be treated as overtime.

Scenarios for Overtime Classification

There are two scenarios: when management wants employees to wait for urgent work, that can be considered overtime. However, when employees want to finish their pending work that they couldn't complete during working hours, that should not be considered as overtime.

Additionally, if management asks employees to wait and finish backlogs that should have been completed during routine work hours and couldn't, it should not be treated as overtime.

The above is my opinion, but I would like to know what HR rules say.

Regards, Vaishali