R16 - How to generate the overtime report?

Need to track and analyze your team's overtime hours? Pontotel's R16 report allows you to quickly view the total overtime hours for each employee in a given period, making it easier to control and manage overtime.

See below how to generate this report quickly and easily.

Step-by-step guide to generating the R16 report.

1. Access the report

• In the top menu, go to management reports and records option .

• Select the option: R16 - Overtime Report .

2. Configure the report filters.

• Select the collaborators :

At the top of the screen, you can filter by:

• Workplaces: Generate the report only for specific departments.
• Employer: select the registered company/tax ID number.
• Employees: Choose the specific employees.
• Groups: Choose a group of workplaces already configured in the system.

• Define the reporting period
• Period: specify if you want a custom period, weekly, monthly, etc.
• Start date: If customized, choose the start date for the analysis.
• End of period: if customized, set the end date for the report.

• Define the number of overtime hours that should be included in the report:

Here you define from how many hours of that type should be presented in the report, and you can choose from the following options:

• Number of standard overtime hours.
• Number of extraordinary overtime hours.
• Number of special overtime hours.

These fields help to detail the report according to the company's overtime classification.

• Receive the report by email :

If desired, check the corresponding option so that the system also sends the report by email after it has been generated.

3. Generate the report

• After configuring the desired filters, click on "generate R16 xls" to start the report creation process.
• Check the status of your order in the notification center (bell icon) located next to the Pontotel logo in the top menu.

• When the progress reaches 100%, the report will be automatically downloaded to your computer's downloads folder.
• If the download does not occur automatically, locate the report in the notification queue and click on the corresponding line to download it manually.

4. Understanding the generated file

• Upon completion of the report generation process, a compressed file (.zip) containing three files will be made available.
• The "r16-status" spreadsheet displays the names of the employees who were considered for generating the report.
• The "r16-error" spreadsheet provides details of the errors that were found during the report generation.
• The "r16" spreadsheet is the report itself. It displays data related to overtime hours within the filtered period, such as:
• Employee: employee's name.
• Location: the employee's workplace.
• HE: Total number of regular overtime hours worked in a day.
• Extraordinary Overtime: Overtime hours classified as extraordinary (usually with a higher premium).
• Special Overtime Hours: Overtime hours classified as special (according to specific company rules).
• Date: day the overtime was recorded.
• Actual Clock-in Time: the employee's actual clock-in time.
• Expected start time: the scheduled start time of the workday.
• Actual Break: the time when the break was actually recorded.
• Expected Break: the scheduled start time of the break.
• Actual Return Time: the actual return time from the break.
• Expected Return: Estimated time for returning from the break.
• Actual Departure Time: the employee's actual departure time.
• Expected Departure: the scheduled end time of the workday.
• Note: If you have added a note today, it will be displayed here.

Keeping track of overtime hours is essential for transparent, efficient management that complies with labor laws. Pontotel's R16 report facilitates this monitoring, providing detailed information for analysis, decision-making, and communication with the team.

If you have any questions about generating or interpreting the report, talk to our support team via WhatsApp . We're ready to help you every step of the way!

Updated on: September 17, 2025