Time card calculator: timesheet hours, breaks, overtime and gross pay for the week
A free time clock calculator for the week. Enter each day's clock-in, clock-out and unpaid break. The calculator gives the week in hours and minutes and in decimal hours for payroll, splits regular time from overtime after 40 hours, and can apply California's daily rules or quarter-hour rounding.
| Day | Clock in | Clock out | Unpaid break (min) | Hours |
|---|---|---|---|---|
| Sunday | ||||
| Monday | 8:00 | |||
| Tuesday | 8:00 | |||
| Wednesday | 8:00 | |||
| Thursday | 8:00 | |||
| Friday | 8:00 | |||
| Saturday |
Week total
- Hours worked40:00 (40.00 decimal)
- Regular hours40:00 (40.00)
- Overtime at 1.5x0:00 (0.00)
Estimate for a non-exempt employee. Federal overtime after 40 hours in the workweek (FLSA); the California option adds daily overtime after 8 and 12 hours and the seventh consecutive day rule (Labor Code 510). Rounding follows 29 CFR 785.48. State daily rules other than California, shift differentials and paid breaks are not included.
How the calculation works
- Each day: clock-out minus clock-in, minus the unpaid break. A clock-out earlier than the clock-in is read as an overnight shift ending the next morning.
- Rounding, if you choose it, is applied to every punch to the nearest quarter hour, tenth of an hour or 5 minutes, both ways, as 29 CFR 785.48(b) allows. With quarter-hour rounding, 1 to 7 minutes round down and 8 to 14 round up: that is the 7-minute rule.
- Federal overtime: hours beyond 40 in the workweek are paid at one and a half times the regular rate (FLSA). The workweek here runs Sunday to Saturday; your payroll workweek may differ.
- California option: hours beyond 8 in a day at 1.5x, beyond 12 at 2x, and on the seventh consecutive day of the workweek the first 8 hours at 1.5x and the rest at 2x (Labor Code 510). Hours already counted as daily overtime are not counted again toward the 40.
- Gross pay multiplies each bucket by the rate you enter. Shift differentials, bonuses, paid rest breaks and other state daily rules are not included.
Worked example: a 45-hour week
Monday to Thursday 8:00 to 18:30 with a 30-minute unpaid lunch is 10 hours a day, Friday 8:00 to 13:00 is 5 hours: 45 hours in the week. Under federal rules that is 40 regular hours and 5 hours of overtime; at $18 an hour, $720 plus $135, so $855 gross. Under California rules the same week is 37 regular hours (4 days at 8 plus 5) and 8 hours of daily overtime (2 a day for four days), and no weekly overtime on top since only 37 regular hours were worked: $666 plus $216, so $882 gross.
Frequently asked questions
- How do I calculate hours worked from a time card?
- For each day, subtract the clock-in time from the clock-out time and remove any unpaid break. Add the days for the week. Convert minutes to decimals for payroll: 7 hours 30 minutes is 7.50 hours, because 30 divided by 60 is 0.50.
- When does overtime start on a time card?
- Under federal law, after 40 hours worked in the workweek, at one and a half times the regular rate. Some states add daily thresholds: California pays 1.5x after 8 hours in a day and 2x after 12, and applies a seventh-consecutive-day rule.
- Is the 7-minute rule legal on a time card?
- Yes under 29 CFR 785.48(b), as long as punches are rounded to the nearest quarter hour in both directions and employees are paid, over time, for all hours actually worked. Rounding that only ever favours the employer is unpaid work.
- Do unpaid breaks come off the time card?
- Only if the employee was fully relieved of duty for the whole break. Under federal law, breaks of 20 minutes or less are paid time and are not deducted; a meal period of 30 minutes or more can be unpaid if the person actually took it.
- How do I convert time card minutes to decimal hours?
- Divide the minutes by 60. 15 minutes is 0.25, 20 minutes is 0.33, 45 minutes is 0.75. The calculator shows both formats for each week.
Only need the hours between two times, without pay rules? The hours calculator does that for a shift or a week. Prefer a file to fill in? The timesheet templates do the same arithmetic in Excel. Read the 7-minute rule explained, the 40-hour overtime rule, and California meal and rest breaks. For a single conversion, the hours-to-decimal converter.
Sources: U.S. Department of Labor, 29 CFR Part 785 (hours worked); Fair Labor Standards Act, section 7; California Labor Code section 510. General information, not legal or payroll advice.