Overtime authorization form

Approve overtime before it happens, with a reason and an estimate of hours and cost.

How to use itEmployees or supervisors request overtime in advance; a manager approves based on need and budget. Actual hours are recorded after the shift.

Who requests itSupervisor or the employee
WhenBefore the extra hours are worked
Time neededA few minutes to request and approve
Keep itWith payroll records and the team budget file

When you need the overtime authorization form

Pre-approval keeps overtime intentional and within budget. It also makes managers look at alternatives, such as moving shifts or calling in part-time staff.

Approval rules affect process, not pay: non-exempt employees must be paid for overtime they actually work, even if it was not approved. Handle unapproved overtime through your policy, not by withholding pay.

10 items. Keep it on a tablet, or print a copy for the clipboard.

Request

Employee name and role.
Date and expected extra hours.
Reason: absence cover, deadline, emergency.
Alternatives considered.

Approval

Estimated cost at the overtime rate.
Budget or cost center.
Approved by and date.

After the shift

Actual overtime hours.
Difference from estimate explained.
Sent to payroll.

Putting the overtime authorization form to work

Set who can approve and up to how many hours.
Check total weekly hours before approving.
Spread overtime fairly.
Review overtime by team monthly.
Look for schedule fixes when overtime repeats.

The overtime authorization form in practice

Two warehouse pickers call in sick before a large order. The supervisor requests 3 hours of overtime for two colleagues; the manager approves after checking neither is already above 40 hours. Actual overtime is 2.5 hours each, recorded for payroll.

Why it matters

Overtime costs half again per hour, so approving it ahead of time lets a manager weigh it against other options like a part-timer. The FLSA still requires overtime that was worked to be paid, so the form is a budgeting control, not a way to avoid paying.

Sample overtime authorization form, filled in

Employee	Hector, line cook, Bayside Seafood Grill, Mobile AL
Date	Sat, July 4
Extra hours	4
Reason	Holiday banquet for 180 guests
Alternatives	Part-timer asked; unavailable
Estimated cost	4 x $16 x 1.5 = $96
Actual	3.5 hours, $84; approved by GM Rita

The cost estimate and the actual both use the same overtime rate, $24 an hour, so the $12 drop matches the half hour less worked. Recording that a part-timer was asked first shows overtime was not the default.

What we see go wrong with an overtime authorization form

Estimating cost with the base rate. Overtime is paid at a higher rate, and for non-exempt staff the regular rate may include bonuses and shift differentials.
Approving overtime for someone already worn out. Look at the recent schedule, since tired workers make more mistakes.
Forgetting to record actual hours afterwards. Approval is an estimate; payroll needs what was really worked.

When to edit the overtime authorization form

Warehouses with peaksApprove a block of overtime for the whole peak week, then record actuals per person each day.

Clinics and care homesName the backup person for each shift so overtime is offered fairly, not always to the same nurse.

From the fieldTrack who accepted and who declined overtime. It helps you share hours fairly and shows patterns if someone always says yes.

Questions about the overtime authorization form

Must unapproved overtime be paid?

For non-exempt employees, yes, if worked.

Who approves?

A manager with budget responsibility.

How do I estimate the cost?

Use the overtime calculator.

What if overtime repeats every week?

Consider a schedule change or a new hire.

Do I have to pay overtime that was not approved?

Yes. Under the FLSA, if an employer knows or should know work was done, it must be paid, including overtime at time and a half for nonexempt employees. The employer can discipline an employee for working unapproved overtime, but cannot refuse to pay it.

How do I estimate the cost of overtime before approving it?

Multiply the expected extra hours by 1.5 times the employee’s regular rate. The regular rate may need to include shift differentials or nondiscretionary bonuses, so the true cost can be higher than base pay times 1.5. Add employer payroll taxes if you want the full cost.

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Disclaimer: This template is general information, not legal advice. Employment rules differ by state and city and change over time. Have a qualified employment attorney or HR professional review it before you use it.