Overtime tracking is one of the biggest cost items for businesses. When not tracked properly, both employee dissatisfaction and unnecessary costs arise. In this guide, you will learn all the details of overtime tracking.
What is Overtime?
According to the Labor Law, overtime is the working period that exceeds 45 hours per week. Overtime is paid at a 50% surcharge. For example, an employee with an hourly wage of 100 TL will have an overtime wage of 150 TL.
Labor Law Overtime Limits
- Daily limit: Maximum 3 hours of overtime
- Annual limit: Total 270 hours of overtime
- Weekly work: Normal 45 hours + overtime 3 hours = Max 48 hours
Why is Overtime Tracking Important?
1. Cost Control
In an average business, overtime costs account for 15-20% of the total payroll. With proper tracking, this ratio can be reduced to 10%.
2. Legal Compliance
If Labor Law limits are not adhered to, the business is subject to administrative fines. In 2026, this fine ranges from 10,000-50,000 TL.
3. Employee Satisfaction
Correct calculation and payment of overtime increases employee motivation and reduces labor turnover rate.
Overtime Tracking Methods
Manual Tracking (Old Method)
Tracking done with paper signature lists or Excel spreadsheets. High error rate, time-consuming, prone to manipulation.
Automatic Tracking with PDKS (Modern Method)
Automatic overtime calculation with Personnel Tracking System (PDKS):
- Entry and exit times are recorded automatically
- Weekly 45-hour excess is automatically detected
- 50% surcharge calculation is done automatically
- Annual 270-hour limit is monitored
- Transfer to payroll program is performed
How Does Overtime Tracking Work with PDKS?
Step 1: Shift Definition
Normal working hours are defined in the system. Example: 08:00-17:00 (8 hours of work with 1 hour break)
Step 2: Automatic Recording
Employee logs in and out via fingerprint or facial recognition. The system records every movement.
Step 3: Automatic Calculation
The system marks work after shift end time as overtime. Weekly totals are checked.
Step 4: Reporting
Monthly attendance report is generated. Overtime hours are shown in separate columns. Transfer to payroll program is made.
Overtime Tracking Software Features
1. Real-Time Tracking
Managers can see in real-time which employees are working overtime. Access from anywhere via mobile application.
2. Automatic Alerts
The system automatically alerts when approaching the daily 3-hour limit or annual 270-hour limit.
3. Department-Based Reports
Analysis of how much overtime each department has worked. Distribution to cost centers is made.
4. Approval System
Overtime can be submitted for manager approval. Unauthorized overtime payment is prevented.
How to Reduce Overtime Costs?
1. Shift Optimization
Work load is distributed evenly with AI-supported shift planning. Unnecessary overtime is prevented.
2. Flexible Work
During peak periods, shift hours are extended to find solutions within normal working hours instead of overtime.
3. Performance Analysis
Analysis of which employees consistently work overtime. Productivity issues are identified.
Overtime Tracking Software Prices
PDKS systems that perform overtime tracking:
- WebPDKS: 50-150 TL/person/month (cloud-based, unlimited users)
- Desktop: 15,000-50,000 TL (one-time, 1-500 people)
- Rental: 500-2,000 TL/month (device + software package)
Example Calculation
Scenario: 100-person factory, average 500 hours of overtime per month
- Average hourly wage: 100 TL
- Overtime wage: 150 TL/hour
- Monthly overtime cost: 500 x 150 = 75,000 TL
- 20% reduction with PDKS: 15,000 TL/month savings
- Annual savings: 180,000 TL
Common Mistakes
1. Monthly Calculation Instead of Weekly
❌ Wrong: Worked 180 hours per month, 4 weeks x 45 = 180 hours, no overtime
✅ Correct: Each week should be calculated separately, if worked 50 hours in one week, there are 5 hours of overtime
2. Including Meal Break
❌ Wrong: 08:00-17:00 = 9 hours of work
✅ Correct: 08:00-17:00 (1 hour meal break) = 8 hours of work
3. Weekend Work Confusion
Weekend work is not automatically overtime. If it exceeds 45 hours per week, then it is overtime.
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