How to use the time card calculator
- For each day you worked, enter the clock-in and clock-out times and any unpaid break in minutes. Leave days you didn't work blank.
- Enter your hourly rate and when overtime starts (usually after 40 hours a week in the US).
The calculator totals your hours in both hours-and-minutes and decimal format, splits regular and overtime hours, and works out your gross pay before tax.
How hours are calculated
Daily hours = (Clock-out − Clock-in) − Unpaid break
Gross pay = Regular hours × Rate + Overtime hours × Rate × 1.5
Example: working 8:00 AM to 5:30 PM with a 30-minute lunch, Monday to Friday, is 9 hours a day or 45 hours a week. At $20/hour, that's 40 regular hours ($800) plus 5 overtime hours at $30 ($150), for $950 gross pay.
Minutes to decimal hours
| Minutes | Decimal hours | Minutes | Decimal hours |
|---|---|---|---|
| 5 | 0.08 | 35 | 0.58 |
| 10 | 0.17 | 40 | 0.67 |
| 15 | 0.25 | 45 | 0.75 |
| 20 | 0.33 | 50 | 0.83 |
| 25 | 0.42 | 55 | 0.92 |
| 30 | 0.50 | 60 | 1.00 |
Tips for accurate timesheets
- Record times as you go rather than from memory at the end of the week.
- Check whether your breaks are paid or unpaid. Short rest breaks are often paid, while meal breaks often aren't.
- Keep your own copy of your hours to compare with your paycheck.
Gross pay is before taxes and deductions. Overtime rules vary by state, country and job type.
Frequently asked questions
How do I calculate hours worked?
Subtract the clock-in time from the clock-out time, then subtract any unpaid breaks. For example, 8:30 AM to 5:15 PM is 8 hours 45 minutes; minus a 30-minute lunch gives 8 hours 15 minutes, or 8.25 hours in decimal.
How do I convert minutes to decimal hours?
Divide the minutes by 60. 15 minutes = 0.25 hours, 30 minutes = 0.5, 45 minutes = 0.75. So 7 hours 45 minutes is 7.75 hours. Payroll usually uses decimal hours.
When does overtime start?
Under the US Fair Labor Standards Act, most hourly employees must be paid at least 1.5 times their regular rate for hours over 40 in a workweek. Some states, such as California, also require daily overtime. Rules differ in other countries, so check your local labor laws or employment contract.
Does it handle overnight shifts?
Yes. If the clock-out time is earlier than the clock-in time, the calculator assumes the shift ended the next day. For example, 10:00 PM to 6:00 AM counts as 8 hours.