Duty records guide
Overtime Claim: A Practical Verification Checklist
Overtime calculations depend on the applicable rules, the employee's category, the nature of the work and the records accepted by the administration. A total number of extra hours by itself does not establish that overtime is payable.
Separate scheduled duty from extra duty
Keep the normal roster or duty schedule alongside the actual attendance record. Mark the period claimed as overtime and explain why it falls outside the normal schedule. Avoid double-counting hours that appear in more than one register.
Check authorisation and supporting records
Retain the relevant order, approval, duty certificate or other authorisation required by the local process. Where work was required due to an operational situation, preserve the record that explains the requirement and the period involved.
Confirm the calculation basis
Before calculating, identify the current rule for the employee's category and the period claimed. Check the applicable rate, qualifying conditions, rounding method, limits and any exclusions. Do not assume a rate or multiplier from another employee's case applies to yours.
Prepare a claim worksheet
- Date and duty location.
- Scheduled duty hours.
- Actual duty start and finish times.
- Breaks or intervals treated under the applicable rule.
- Approval or supporting document reference.
- Claimed hours, calculation basis and amount already paid.
Review before submission
Compare the worksheet with the attendance register and pay slip. Check date formats, midnight crossings and totals. If a claim is returned, ask which record or rule needs correction rather than changing figures without an explanation.
Educational information only. This article is not an official railway order, sanction, safety instruction or eligibility decision. Always verify the current applicable Railway Board, zonal and divisional instructions and consult the authorised office.