Overtime request form template
A structured form for employees and managers to request, justify and approve overtime hours before they're worked. Controls labour costs and ensures overtime is only used when operationally necessary.
Overtime request form
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Why you need an overtime request form
Uncontrolled overtime destroys labour budgets. When employees work extra hours without approval, businesses face unexpected costs and managers lose control of wage expenses. Pre-approval prevents this chaos.
This form forces managers to consider alternatives before approving overtime. Could you adjust the roster? Call in a casual? Move the deadline? Often overtime isn't actually necessary if you think it through.
Documented overtime requests also protect businesses from employees claiming they were directed to work extra hours without authorization, creating clear records of who approved what and why.
Key features of this form
Designed to control costs and ensure justified overtime
Pre-approval required
Request and approve overtime before hours are worked.
Hours and dates
Specific dates, times and total overtime hours being requested.
Business justification
Clear explanation of why overtime is operationally necessary.
Cost tracking
Calculate overtime cost impact for budget management.
Manager authorization
Formal approval signature before work commences.
Pattern monitoring
Track frequent overtime requests to identify systemic issues.
What's included in this form
Comprehensive sections for complete overtime documentation
Employee details
Name, employee ID, position, department and pay rate information.
Requested overtime dates
Specific dates and shifts when overtime hours will be worked.
Overtime hours breakdown
Start and end times, total overtime hours and <a href="/guides/how-to/calculate-penalty-rates">penalty rate</a> applicable.
Reason for overtime
Business justification (urgent deadline, staff shortage, unexpected demand, etc.).
Alternatives considered
Why overtime is necessary rather than other solutions (shift swap, hiring casual, etc.).
Budget impact
Estimated cost of overtime hours at applicable <a href="/guides/how-to/calculate-penalty-rates">penalty rates</a>.
Manager approval
Manager review, authorization signature and date of approval.
Actual hours worked
Space to record actual overtime hours once shift is completed.
Payroll processing
Confirmation that overtime was processed correctly in payroll.
When to use this form
Guidance on managing overtime requests properly
Pre-approval is critical
Overtime should be requested and approved before hours are worked, except in genuine emergencies. The form creates accountability and prevents surprise costs appearing in payroll after the fact.
Set clear deadlines for requests (e.g. 48 hours notice for planned overtime, emergency approval within the shift for unexpected situations). Communicate that unauthorized overtime may not be paid.
Understanding penalty rates and costs
Different overtime scenarios attract different penalty rates under modern awards. Time-and-a-half, double-time, Sunday rates, public holiday rates - managers need to understand the true cost before approving.
The form should include space to calculate the estimated cost based on the employee's base rate and applicable penalties. This transparency helps managers make informed decisions about whether overtime is worth it.
Identifying systemic issues
If the same employees repeatedly request overtime, or certain departments consistently need extra hours, you have a rostering or workload problem. Review these patterns monthly to address root causes like chronic understaffing, unrealistic expectations or poor planning.
Looking to automate this process? RosterElf's time and attendance software tracks overtime hours digitally with automatic alerts and approval workflows. Our HR software helps control labour costs and prevent budget overruns.
Who should use this form?
Essential for any business wanting to control labour costs
Legal disclaimer
This template is designed to reflect Australian workplace standards and Fair Work principles at the time of publication. It is provided as a general guide only and does not constitute legal advice.
You should review and tailor this template to suit your business, industry, modern award, enterprise agreement and specific workplace circumstances. For complex situations or disputes, seek independent legal or HR advice.
Regulatory sources
This template is aligned with Australian employment requirements.
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Overtime request form FAQ
- Best practice is to require pre-approval to control labour costs and ensure overtime is genuinely necessary. However, unexpected situations may require overtime without prior approval. Your policy should address both scenarios. See our overtime recording policy template.
- Under the Fair Work Act, employees can refuse overtime if it is unreasonable, considering factors like notice given, employee circumstances, health and safety, and pattern of overtime. Regular excessive overtime requirements may indicate understaffing.
- Overtime rates depend on the applicable modern award or enterprise agreement. Common rates are time-and-a-half for first 2-3 hours and double time thereafter. Some awards have different rates for weekends, public holidays, or after certain thresholds. Check rates with our award pay rate estimator.
- Yes. This template is fully editable. Add your company logo, adjust fields to match your processes, and remove sections that do not apply. Save your customised version as a master template for consistent use across your organisation.
- Most employment records should be kept for at least 7 years as required by Fair Work regulations. Some records, like workers compensation claims or superannuation documents, may need to be kept longer. Store forms securely and consider digitising paper records.
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Disclaimer
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.