Unauthorised overtime policy template
Clear guidelines for managing overtime worked without prior approval. Covers consequences, payment obligations, exceptions and compliance considerations — aligned with Australian workplace laws.
Unauthorised overtime policy
PDF format • Ready to download
By downloading, you agree to our template disclaimer
Why an unauthorised overtime policy matters
Unauthorised overtime can quickly blow out labour costs and create compliance headaches. A clear policy establishes expectations that overtime must be pre-approved, while addressing how unapproved work is handled.
Under Australian law, employers generally must pay for all hours worked, even if not authorised. However, you can discipline employees who breach overtime approval requirements. This policy balances cost control with legal compliance.
Without clear guidelines, managers may treat unapproved overtime inconsistently, creating fairness issues and encouraging employees to work unapproved hours.
Key elements of an unauthorised overtime policy
What your unauthorised overtime policy should include
Definition
What constitutes unauthorised overtime in your workplace.
Pre-approval requirements
How employees must obtain approval before working extra hours.
Consequences
What happens when overtime is worked without authorisation.
Payment obligations
How unapproved overtime is handled for payroll purposes.
Legal considerations
Balancing business needs with Fair Work obligations.
Emergency exceptions
When unapproved overtime may be acceptable.
What's included in this template
Comprehensive coverage of unauthorised overtime requirements
Purpose & scope
Why the policy exists and who it applies to.
Policy statement
The organisation's position on unauthorised overtime.
Definition of unauthorised overtime
What counts as overtime worked without approval.
Pre-approval requirements
Process for obtaining overtime authorisation.
Manager responsibilities
Obligations for controlling overtime.
Payment of unauthorised overtime
How unapproved hours are handled.
Emergency and exceptional circumstances
When unapproved overtime may be acceptable.
Progressive consequences
Disciplinary approach for repeated breaches.
Record keeping
Documentation of unauthorised overtime incidents.
Fair Work considerations
Legal obligations for payment of hours worked.
Who should use this template?
Essential for businesses needing to control overtime costs
Legal disclaimer
This template is designed to reflect Australian workplace standards at the time of publication. It is provided as a general guide only and does not constitute legal advice.
Employers generally must pay for hours worked even if not authorised. You should seek independent legal or HR advice on how to handle unauthorised overtime in your specific circumstances.
Regulatory sources
This template is aligned with Australian workplace record-keeping requirements.
Ready to control overtime costs?
Download our comprehensive unauthorised overtime policy template and establish clear expectations.
Store this policy and track employee acknowledgements with RosterElf's HR software.
Looking for more templates? Browse all time & attendance templates
Enforce this policy automatically with RosterElf. Our time and attendance software includes overtime controls to track compliance and eliminate manual oversight.
Unauthorised overtime policy FAQ
- If an employee works overtime and the employer knows or should know about it, the time must be paid. However, working without authorisation may be a policy breach warranting disciplinary action. You cannot withhold pay for hours worked.
- Require pre-approval for overtime, use time systems that flag excessive hours, train managers to monitor and address patterns, ensure workloads are manageable within ordinary hours, and act on breaches consistently. Learn how to track employee hours effectively.
- Yes, if your policy clearly requires pre-approval. However, ensure employees are not being implicitly pressured to work extra hours. If workloads regularly require overtime, address the root cause rather than blaming employees. Understand employee discipline best practices.
- Yes. This template provides a solid foundation, but you should tailor it to reflect your specific time recording systems, pay cycles, and any applicable modern award or enterprise agreement requirements.
- Distribute the policy during onboarding for new employees and via email or team meetings for existing staff. Have employees sign an acknowledgement form. Using time and attendance software can help automate compliance and reminders.
Related guides
Learn more about implementing this policy
Related templates
Build a complete time and attendance framework
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.