How the time card calculator is calculated
week total = hours a day × days worked + other hours
overtime hours = week total − overtime threshold
gross pay = regular hours × rate + overtime hours × rate × multiplier
Worked example: a five day week
These are the example defaults loaded in the calculator above: five days from 7:30 am to 5:00 pm with a 30 minute unpaid break, overtime after 40 hours at 1.5 times an example $25 rate.
| Line | Amount |
|---|---|
| Clock in to clock out | 7:30 am to 5:00 pm = 9.5 hours |
| Less unpaid break | 30 minutes |
| Paid hours each day | 9.0 hours |
| Week total, 5 days | 45.0 hours |
| Regular hours | 40.0 |
| Overtime hours | 5.0 |
| Regular pay, 40 x $25.00 | $1,000.00 |
| Overtime pay, 5 x $25.00 x 1.5 | $187.50 |
| Gross pay | $1,187.50 |
Every default in the calculator is an example so you can see a result straight away. None is a market average. Replace each with your own costs and rates.
How to calculate hours worked with a lunch break
Subtract the clock-in time from the clock-out time, then subtract any unpaid break. From 7:30 am to 5:00 pm is 9 hours 30 minutes. A 30 minute lunch leaves 9 hours. Paid breaks are not subtracted. The calculator does this for each day and multiplies by the days you worked.
Turning hours and minutes into decimal hours
Invoices and payroll sheets usually want decimal hours. Divide the minutes by 60 and add them to the hours. 7 hours 45 minutes is 7 + 45/60 = 7.75 hours. 20 minutes is 0.33 hours, and 6 minutes is 0.1 hours. The converter at the bottom of the inputs does the sum for any time you type.
Overtime is a setting
The calculator splits the week at the number of hours you enter and pays the hours above it at the multiplier you enter. Many employers use 40 hours a week and time and a half, but rules differ by country, state and contract, and some places count overtime by the day. Check the rule that applies to you before relying on the pay figure. The pay shown is gross and does not take out tax or any deduction.
Billing hours instead of paying them
If you are self-employed, the same week total becomes the quantity on an invoice line. The button under the result sends regular and overtime hours as separate lines with your rate, ready to edit.
Turn this into a timesheet or invoice
The button under the result carries the regular and overtime hours into the document generator as invoice lines. To keep a day by day record to attach, start from the timesheet. If you bill by the hour, see how to set the rate with the hourly invoice calculator.
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Questions people ask
How do I calculate hours worked with a lunch break?
Subtract the clock-in time from the clock-out time and then subtract the unpaid break. Working 7:30 am to 5:00 pm with a 30 minute unpaid lunch is 9 hours.
How do I convert hours and minutes to decimal?
Divide the minutes by 60 and add the result to the hours. 7 hours 45 minutes is 7.75 hours, and 8 hours 20 minutes is about 8.33 hours.
How is overtime pay worked out?
Hours above the overtime threshold are paid at the regular rate times a multiplier. With 45 hours, a 40 hour threshold, a $25 rate and a 1.5 multiplier, the pay is 40 x $25 plus 5 x $25 x 1.5, which is $1,187.50. The threshold and multiplier that apply to you depend on your rules, so they are settings here.
What is a time card?
A time card is a record of the hours a person worked, usually the clock-in and clock-out times for each day and the total for the pay period. It is the source for payroll or for the hours on an invoice.
Does this calculator take out tax?
No. The pay figure is gross, which means hours times rate before any tax or deduction.