Overtime is one of the most common reasons for a payroll dispute. An employee remembers working four extra hours on Sunday; the manager remembers three; payroll paid them at time and a half instead of double time. An overtime payment voucher prevents those arguments by recording each overtime shift, its approved reason and the rate applied, and by getting the employee and managers to sign off the total. This template does that with a clean, modern layout and a big clock face anchored in the corner.
A Clock in the Corner
The top-right corner of the page holds a large indigo clock dial, partly off the edge of the page. Hour marks ring the face, a coral wedge highlights a stretch of extra time, and two hands point to a few minutes past twelve. On the left, “Overtime Payment” is set in indigo Manrope with “Voucher” in coral underneath, above a small coral caption, “Payroll · extra hours”.
Voucher and Employee Details
Two side-by-side tables record the voucher (number OT-2026-077, pay period 1 to 15 June 2026, payment date and department) and the employee (Carlos Mendes, employee ID, position and base rate of $22.00 an hour). The base rate matters: every overtime rate on the page is calculated from it.
The Overtime Worked Table
The main table lists every overtime shift:
| Date | Hours | Rate | OT rate | Amount | Approved task |
|---|---|---|---|---|---|
| Mon 2 Jun | 3 | ×1.5 | 33.00 | 99.00 | Inbound containers |
| Wed 4 Jun | 2 | ×1.5 | 33.00 | 66.00 | Stock count |
| Sat 7 Jun | 6 | ×1.5 | 33.00 | 198.00 | Weekend dispatch |
| Tue 10 Jun | 4 | ×1.5 | 33.00 | 132.00 | Rush order |
| Sun 15 Jun | 4 | ×2 | 44.00 | 176.00 | Sunday shift |
The full table also records start and finish times for each shift. Recording the reason, not just the hours, shows that each block of overtime was necessary and approved.
Totals and Net Overtime Pay
A totals table summarises 19 overtime hours, gross overtime of $671.00, tax withheld at 12% ($80.52) and net overtime pay of $590.48. The amount in words, “Five Hundred Ninety and 48/100 dollars”, is written underneath.
A Bar That Shows the Multipliers
A rounded bar splits the hours by rate: an indigo section labelled “×1.5 · 15 h” and a coral section labelled “×2.0 · 4 h”. It is a quick visual check that the right multipliers were applied, and it makes the voucher easy to explain to an employee.
Pre-Approval and Signatures
A pre-approval box notes that every hour was approved in advance by the shift manager, with the approval forms attached. Four signature lines follow: employee, shift manager, HR or payroll, and finance. An indigo and coral bar closes the page.
Understanding Overtime Rates
Overtime rules vary widely. In the US, the Fair Labor Standards Act requires time and a half for non-exempt employees working more than 40 hours in a workweek, and some states add daily overtime rules. Other countries set different thresholds and multipliers, and many employers pay double time on Sundays or holidays by policy or agreement. Always check the law and your employment contracts before setting rates; the sample figures are illustrative.
Calculating an Overtime Voucher
- Confirm the employee’s base hourly rate.
- List each overtime shift with times and hours.
- Apply the correct multiplier and work out the overtime rate.
- Multiply hours by the overtime rate for each line and add them up.
- Deduct tax as required and write the net amount in words.
The editor’s tables do not calculate, so double-check each line by hand or in a spreadsheet before typing the totals.
Salaried and Shift Workers
Some salaried staff receive overtime at a flat hourly rate, and some shift workers receive shift premiums rather than multipliers. Edit the Rate column to show the rule you use, such as “Flat $30” or “+$5 night premium”.
Recolouring the Clock
The clock is a single group made from circles, tick marks and hands. Change the indigo to your company colour and the coral to an accent; the title colours can follow.
Printing Overtime Vouchers
Download As PDF and print on plain paper. Keep the signed voucher with the timesheets and approval forms in the payroll file for the period.
Approving Overtime Before It Is Worked
The best time to control overtime cost is before the hours are worked. Many employers use a simple pre-approval form: the manager states the task, the expected hours and the reason, and signs before the shift. The voucher then lists those approvals. Unapproved overtime still has to be paid if the employee worked it, but a pre-approval habit keeps budgets predictable and protects employees from being asked to work extra hours without recognition.
Overtime and Payslips
The voucher is an internal record; the employee’s payslip should also show overtime hours and pay separately from regular wages. Give employees a copy of the voucher or make sure the payslip carries the same figures, so they can check them easily.
Watching Overtime Trends
A pile of overtime vouchers is useful data. If the same team works heavy overtime every month, it may be cheaper and healthier to hire. Totalling overtime hours by department each quarter turns these vouchers into a planning tool.
Overtime Voucher FAQ
Can I add more overtime shifts?
Yes. The table has spare rows, and Add Row adds more.
Can I show triple time for holidays?
Yes. Type “×3” in the Rate column and the matching OT rate.
What size is it?
US Letter, 8.5 x 11 inches.
Can one voucher cover several employees?
It is designed for one employee per voucher, which keeps signatures and disputes simple. For a whole team, add an Employee column to the table and one signature per person.
Is the clock part of the background?
No. It is a group of shapes in the corner that you can recolour, resize or delete.
Can I record night shift premiums?
Yes. Add a row with the premium as the rate, such as “+$3.00 night premium”, and the hours it applies to.
Does the voucher replace a timesheet?
No. Attach the timesheets; the voucher summarises and approves them.
