Administrative Circular No. 1 /2018
Overtime Work
SEAMEO Secretariat Staff Members

In compliance with the SEAMES Staff Regulations and Staff Rules, the following procedures need to be followed for overtime work to be performed and claims for overtime duties done:

  1. Staff member who has to work overtime due to excessive workload or urgency of work must inform his/her Head of Division in advance for permission.  The requests for overtime work must be made in advance using Request for Overtime Work Form and signed by the Head of Division.
  2. Staff member(s) requesting overtime work to be performed by other staff member(s) must inform the Head of Division of the staff concerned for permission.  The requests for overtime work must be made in advance using Request for Overtime Work Form and signed by the staff member requesting overtime work to be performed by other staff member.
  3. The date and time of the overtime work requested should be specified in the Request for Overtime Work Form.
  4. Overtime claim is counted from the first day to the last day of each month. The due date for submission of the overtime claim is on the seventh of the next month. In case the seventh date falls on Saturday, Sunday or office holiday, the next working day will be considered as the due date for submission of the overtime claim.   Late submission of the overtime claim will not be acceptable, but on the exceptional cases, can be considered, subject to the discretion of the staff' supervisor.
  5. On asking for the overtime claim, the completed Request for Overtime Work Form together with the Overtime Claim Slip) have to be submitted to the Head of Division for verification. After checking, the Head of Division will sign the Overtime Claim Slip to the Deputy Director/the Director for approval.
  6. After the signature of the Deputy Director or the Director, the Overtime Claim Slip and the Request for Overtime Work Form will be forwarded to the Finance Division for final checking and arrangement for the overtime payment.
  7. In the case that the overtime work of a staff member exceeds the limit of 80 hours per month as stipulated by Rule 103.6 (f) of the SEAMES Staff Regulations and Staff Rules, the Head of Division concerned has to seek approval from the Director on the overtime work in excess of the stipulated limit and to provide justification on the need for the overtime work beyond that limit.
  8. Only staff in the General Service category is entitled to overtime payment (Re Rule 103.6 (e) of the SEAMES Staff Regulations and Staff Rules.)
  9. Staff members in the Professional category who are required to work overtime shall not be entitled to overtime pay but may be granted occasional time off if they have been required to work substantial or recurrent periods of overtime, subject to the Director' approval.
  10. Request for overtime work by staff members in the Professional category must be made in advance by the Head of Division and to be approved by the Director.  Overtime work requested by the Deputy Director will have to be approved by the Director.

The above procedures take effect for the overtime claim for the month of March 2018 onwards.

 

ORIGINAL SIGNED

------------------------------------
Gatot Hari Priowirjanto
Director

 

Date              :    23 February 2018
Distribution  :    All Staff Members
File: Overtime workOvertime form and Summary form