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Overtime Authorization Form

Overtime Authorization Form Template for Hong Kong

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Key Requirements PROMPT example:

Overtime Authorization Form

"I need an Overtime Authorization Form for our manufacturing company in Hong Kong that includes provisions for shift workers during Chinese New Year 2025, with specific sections for meal allowances and transportation arrangements for night shift workers."

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Document background
The Overtime Authorization Form is a essential document used in Hong Kong workplaces to manage and record overtime arrangements in compliance with local employment laws. This document serves as both a request mechanism for employees and an authorization tool for employers, ensuring proper documentation of additional working hours beyond standard contractual obligations. The form is designed to comply with Hong Kong's Employment Ordinance (Cap. 57) and related legislation, providing clear documentation of overtime arrangements, including proposed hours, justification, compensation rates, and necessary management approvals. It helps organizations maintain accurate records for payroll processing, labour law compliance, and potential audit requirements while protecting both employer and employee interests in overtime arrangements.
Suggested Sections

1. Employee Information: Essential details including employee name, ID number, department, position, and regular working hours

2. Overtime Request Details: Specific date(s), proposed overtime hours, start and end times, and reason for overtime requirement

3. Compensation Details: Overtime rate calculation, expected compensation, and whether time-off in lieu is applicable

4. Health and Safety Declaration: Confirmation that employee is fit to work extended hours and acknowledgment of rest period requirements

5. Authorization Section: Approval signatures from immediate supervisor and/or department head, including date of approval

Optional Sections

1. Meal Allowance: Details of meal allowance entitlement for extended working hours, applicable when overtime exceeds specified duration

2. Transportation Arrangement: Transportation provisions for late-night overtime work, particularly relevant for work ending after public transport hours

3. Project Code/Cost Center: For organizations requiring overtime cost allocation to specific projects or cost centers

4. Alternative Work Arrangement: Details of any flexible working arrangements affected by the overtime, such as adjustment to next day's starting time

Suggested Schedules

1. Overtime Calculation Table: Reference table showing how overtime pay is calculated based on regular salary and applicable rates

2. Department Approval Matrix: Schedule showing approval requirements based on duration of overtime and department hierarchy

3. Rest Day Schedule: Schedule of compensatory rest days if overtime work affects statutory rest days

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Manufacturing

Financial Services

Retail

Technology

Logistics

Healthcare

Construction

Professional Services

Hospitality

Media and Entertainment

Relevant Teams

Human Resources

Payroll

Operations

Production

Finance

Compliance

Legal

Manufacturing

Retail Operations

Customer Service

Information Technology

Facilities Management

Relevant Roles

HR Manager

Payroll Manager

Department Manager

Shift Supervisor

Project Manager

Line Manager

Operations Manager

Factory Supervisor

Store Manager

Team Leader

Finance Manager

Production Supervisor

Site Manager

Office Manager

Industries
Employment Ordinance (Cap. 57): Hong Kong's main employment legislation that governs employment relationships, including provisions for working hours, rest days, and wage calculations. Particularly relevant for overtime arrangements and compensation.
Minimum Wage Ordinance (Cap. 608): Establishes the statutory minimum wage rate which serves as a basis for calculating overtime pay rates and ensuring proper compensation for additional working hours.
Employees' Compensation Ordinance (Cap. 282): Covers work-related injuries and accidents, which is relevant for insurance and liability considerations during overtime periods.
Occupational Safety and Health Ordinance (Cap. 509): Ensures workplace safety and health standards are maintained, particularly important when employees work extended hours to prevent fatigue-related incidents.
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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