Internal Memorandum

Memo To : Station Bookkeeper

Date : March 23, 2012

Subject : Overtime Policy

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Being representative of the company as Bookkeeper assigned in the station, you are hereby request to
follow the company’s policy and procedure with regards to your overtime work.

Policy and Procedure:

Overtime (OT) work means any worked performed by the employee beyond his regular eight (8) working
hours for which he is paid more of his regular day.

Overtime starts only upon completion of eight (8) hours straight time from Monday thru Saturday.
Overtime work for less than an hour shall not be paid as overtime.

All employees should accomplish an Overtime Authorization Form with the approval of their respective
superiors before the actual rendering of overtime work. Only those authorized to render overtime shall be
allowed to stay in the company premises after regular office hours or during non-working days.

We reiterate that everyone should follow the company guidelines to wit:

 Accomplish overtime request form prior on the dates/time of overtime.

 Clearly states the purpose of overtime, the date and the number of hours to be rendered.
 OT request should be approved and signed by immediate supervisor.
 If in case the approving officer is in official business or not immediately available, you may call
and get their approval via cellphone or telephone and indicate in OT form the time and
date your request has been approved.
 Immediately fax or email (scanned copy) the approved OT form on the day of approval and not
on the cut-off period.

Late submission of overtime requests will not be tolerated. Overtime entries not covered by approved OT
requests will not be honored.

No employee should stay within the company premises after office hours or during non-working days
unless granted by Management or with the approval of the Department Head.

The company recognizes that there may be a need for some staff to work over and above their normal
weekly hours in order to carry out specific duty and work during busy times however, it is deemed
important to abide by company’s guidelines. Failure to observe the abovementioned policy will be dealt
with accordingly and could result to forfeiture of overtime rendered.
For your guidance and strict compliance.

Very truly yours,

Arnelo Sarmiento
Accounting Manager

Prepared by: Noted by: