Purpose Statement

To explain how to add and manage holdover hours when personnel work past their scheduled shift time. This ensures accurate payroll tracking, overtime documentation, and compliance with departmental labor policies.

Background Information

Holdover hours are used when an individual works beyond their assigned shift. This commonly occurs due to extended incidents, late relief, staffing shortages, or mandatory overtime.

Adding holdover hours directly from the Shift Board ensures:

• Accurate time tracking for payroll
• Proper classification of overtime or specialty work
• Clear documentation for audits and labor compliance
• Visibility to supervisors and payroll administrators

Only Duration and Work Type are required fields when documenting holdover hours.

Required Permissions

The following permissions are required:

• Scheduling – Access Scheduling
• Scheduling – Access Shift Board
• Scheduling – Scheduling - Add Holdover

Depending on agency configuration, additional editing permissions may apply.

Video

Step-by-Step Guide

Adding Holdover Hours

Navigate to the Shift Board

• Select Scheduling
• Click Shift Board

Right-Click the Individual

• Locate the individual who worked past their scheduled time
• Right-click their name
• Select Add Holdover Hours

Complete the Holdover Details
A pop-up window will appear allowing you to enter:

• Start and End Time or Duration
• Work Type
• Work Subtype
• Project Code
• Notes

Save the Entry

• Enter the appropriate information
• Select Save

Confirm Display

• The holdover hours will appear to the right of the individual’s name
• The entry will include the short-code of the selected Work Type
  • Example: Overtime may display as OT

Editing Existing Holdover Hours

Select the Existing Holdover Entry

• Click the holdover hours displayed to the right of the individual’s name

Update the Necessary Fields
You may edit:

• Start and End Time or Duration
• Work Type
• Work Subtype
• Project Code
• Notes

Save or Delete

• Select Save to apply updates
• Select Delete to remove the holdover entry entirely

Once saved, the updated holdover hours will immediately reflect on the Shift Board.

Best Practices

• Always verify the correct Work Type to ensure payroll accuracy.
• Use Project Codes when tracking grant-funded or special assignments.
• Add detailed Notes for audit transparency (e.g., “Late relief due to structure fire”).
• Enter holdover hours as soon as possible to avoid payroll discrepancies.
• Supervisors should review holdover entries prior to payroll export.

Troubleshooting & FAQs

Q: I do not see the option to add holdover hours.

A: Confirm you have the Scheduling - Add Holdover permission and access to the Shift Board. If not, contact your system administrator.

Q: Why are my holdover hours not displaying?

A: Ensure the entry was saved successfully and refresh the Shift Board if necessary.

Q: Can I edit holdover hours after payroll has been processed?

A: This depends on your department’s payroll workflow and permissions. Contact your payroll administrator before making post-processing changes.

Q: What happens if I delete holdover hours?

A: The entry is removed from the individual’s record and will no longer count toward payroll totals.