Go Back
Module: SSW Employment Guidelines

πŸ“– Overtime and Contractors

Created 11 years ago by Chris Briggs|

Modified 6 days ago by Stephan Fako

As per Leave and Overtime, SSW contractors and Time Off in Lieu will be paid on a pro-rata basis.

  1. Get approval in writing. This applies to any internal or client work

If your client asked you for overtime, you do not need to ask your State Manager for approval. However, you need to add the client into the overtime appointment.

  1. Send an appointment using Outlook Calendar | New Meeting | Content Chooser | All Staff Email Templates | Select work-hours-overtime to notify the accountants of the hours you are working so they can process your pay. Ensure the "Teams meeting" toggle is set in the "off" position.

    Note: There is no need to send a separate email for the same.

    • Ask for Time Off In Lieu
    • Include "As per my conversation"
    • Address it to your client (Adam for internal work) and include SSW{{ LOCATION }}Admin

    Note: Update the appointment if your working hours change

    For China Office, CC SSWChinaAdmin@.

  2. Do the work

    • Do a Daily Scrum email as normal, also cc SSWAccountants - so they don't need proof later.
    • Ideally, the Daily Scrum email should be "Checked by Adam" or at least have an indication that you tried to contact Adam
    • If you can't reach Adam, follow the As per our conversation rule
    • In the Daily Scrum email subject add "Overtime - {{ DATE }}"

  3. Fill in your SSW TimePro timesheet accordingly

Your Payslip

Time Off in Lieu will be added to your Annual Leave via a negative leave request on your payslip. If you have a leave request at the same month, they may offset with each other.

Time Off in Lieu offsets against your leave first. If you have any leave requests, Time Off in Lieu will not show on your payslip..

Figure: Example of a negative leave request - it might look weird but when you take annual leave it shows as a positive, when you get extra leave (aka Time Off in lieu) it shows as a negative

Check Xero

Check your Xero Me | Leave to confirm if your Time Off in Lieu has been entered. If you have any questions, feel free to contact an SSW Accountant for further assistance.

Not a user of Xero Me? Check SugarLearning - Expenses and Reimbursements

If you need to change your working days for any reason, see Business Hours and Working from Home (WFH).

SSW Contractors

Contractors only have implicit approval for up to 8 hours per day. If you want to be paid for any time past 8 hours, or get time in lieu, make sure you follow the overtime process above

When 40 hours accrued (normal time + overtime), submit your time for payment.

To get paid, The Accountants will need proof to be able to authorize payment for your work, and this should be painless and paperless.

  1. Send an email using Outlook | New Email | Content Chooser | All Staff Email Templates | Select contractor-timesheet-submission to submit your timesheet.

For China Office, send the email to Clara, cc Adam, Alvin, SSWChinaAccounts@

Note: If you can’t get the above working, the fall-back paper method is to fill out β€œDaily Timesheet / Tax Invoice” with your work, get Adam to sign it, and bring it to the accountant.