Time Card Calculator

Add up a weekly timesheet from clock-in and clock-out times, with unpaid breaks, overnight shifts, decimal and H:MM totals, federal or California daily overtime, double time, gross pay, print and CSV export.

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Results will appear here once you enter your values.

How a day's hours are added up

Each row starts with the gap between the in and out punches, then subtracts every unpaid break you list for that day. A shift from 8:30 AM to 5:15 PM is 8 hours 45 minutes on the clock. Take away a 30-minute lunch and a 15-minute unpaid break and the day comes to exactly 8:00, or 8.00 decimal hours.

  1. Enter times as the clock showed them. The time fields use a 24-hour value underneath, so 5:15 PM is stored as 17:15 even if your device displays AM and PM.
  2. Add one break field per unpaid break. A day with a 30-minute lunch and a 20-minute unpaid errand gets two break fields, not one 50-minute guess.
  3. Leave a day blank when you did not work. Blank rows show as Off and add nothing to the week.
  4. Use Copy Monday to Tue-Fri for a fixed schedule. Then edit only the days that were different.

Short rest breaks of about 5 to 20 minutes are normally paid working time under federal rules, so they usually should not be entered as unpaid breaks. Bona fide meal periods, typically 30 minutes or more when you are fully relieved of duty, are the ones employers normally deduct.

Decimal hours versus hours and minutes

Payroll software multiplies pay rates by decimal hours, while people read a clock in hours and minutes. The two are easy to mix up. 7 hours 30 minutes is 7.50 hours, not 7.30. Writing 7.30 on a timesheet underpays that day by 12 minutes, because 0.30 hours is only 18 minutes.

  • 15 minutes = 0.25 hours
  • 20 minutes = 0.33 hours
  • 45 minutes = 0.75 hours
  • 6 minutes = 0.10 hours, which is why some employers round punches to tenths

The calculator keeps every total in whole minutes and converts to decimal only for display, so a week of 39 hours 50 minutes shows as 39:50 and 39.83 without rounding errors piling up across seven rows.

Overnight shifts and punch rounding

When the out time is earlier than the in time, the shift is treated as ending the next morning. A 10:00 PM to 6:00 AM shift counts as 8 hours and is labeled Ends next day. The hours stay on the day the shift started, which is how most weekly timesheets record night work. If your employer splits a night shift at midnight, enter the two parts on separate days instead.

The rounding menu applies the same increment to every punch before the math. Under the Department of Labor's rounding guidance, rounding to the nearest 5, 6, or 15 minutes is acceptable when it averages out and works in both directions. With 15-minute rounding, a punch at 8:07 rounds to 8:00 and a punch at 8:08 rounds to 8:15.

  • A shift with equal in and out times counts as 0 hours, not 24. Enter a 24-hour shift as two rows if you really worked one.
  • Breaks longer than the shift produce a warning and the day counts as 0 rather than a negative number.

How overtime and gross pay are estimated

Add an hourly rate to see pay. Under the Fair Labor Standards Act, a non-exempt employee earns at least 1.5 times the regular rate for hours over 40 in a single workweek. At 20 an hour, a 45-hour week is 40 regular hours (800) plus 5 overtime hours at $30 ($150), for $950 gross.

  • California daily overtime. Choose California to pay 1.5x after 8 hours in a day and 2x after 12, and to apply the seventh-day rule. Hours already paid as daily overtime are not counted again toward the weekly 40, so five 10-hour days are 40 regular hours plus 10 overtime hours, not 20.
  • Custom rules. Set your own daily overtime and double-time thresholds for other states or a union contract.
  • The workweek is fixed. It is any seven consecutive 24-hour days the employer sets; this grid treats Monday to Sunday as the workweek. Hours cannot be averaged across two weeks to avoid overtime.
  • Gross is before deductions. Taxes, benefits and garnishments come out later, and bonuses can raise the regular rate used for overtime.

Use Print time card for a clean page with signature lines, or Download CSV for a spreadsheet with each day split into regular, overtime and double-time hours.

Frequently Asked Questions

Common questions about the Time Card Calculator

Enter the in time and the out time as they appear on the clock. When the out time is earlier than the in time, the calculator adds 24 hours to the out time, so 10:00 PM to 6:00 AM counts as 8 hours. The hours are recorded on the day the shift started.

Sources & References

U.S. Department of Labor, Fact Sheet #23: Overtime Pay Requirements of the FLSA

Weekly overtime rule: 1.5x the regular rate after 40 hours in a workweek
→Source: U.S. Department of Labor, Wage and Hour Division

U.S. Department of Labor, Fact Sheet #22: Hours Worked Under the FLSA

What counts as hours worked, including rest breaks
→Source: U.S. Department of Labor, Wage and Hour Division

29 CFR 785.18 and 785.19: Rest periods and meal periods

Short rest breaks are paid; bona fide meal periods can be unpaid
→Source: Legal Information Institute, Cornell Law School

29 CFR 785.48: Use of time clocks and rounding

Rounding clock punches to 5, 6 or 15 minutes
→Source: Legal Information Institute, Cornell Law School

California Department of Industrial Relations, Overtime FAQ

Daily overtime after 8 hours and double time after 12 hours in California
→Source: California Department of Industrial Relations

DLSE Opinion Letter 2000.01.19: daily and weekly overtime under AB 60

Hours already paid as daily overtime are not counted again toward weekly overtime (10 hours x 5 days = 10 overtime hours).
→Source: California Division of Labor Standards Enforcement(2000)

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