How to use the time card calculator
- Enter your clock-in and clock-out time for each day you worked. Leave days off blank.
- Add the unpaid break in minutes. Paid rest breaks are part of your hours, so leave them out.
- Add your hourly rate if you want gross pay. Keep "time and a half after 40 hours" checked to split overtime.
- Open More options to round punches to the nearest 5, 6 or 15 minutes if your employer does.
- Use Copy result, Print, Download CSV or Download PDF to keep a record. The PDF is US Letter with signature lines.
Formula
Day hours = (clock-out - clock-in) - unpaid break
Overnight: if clock-out is earlier than clock-in, add 24 hours to the clock-out
Week = sum of the days
Regular = smaller of week and 40 hours; Overtime = week - 40 (if positive)
Pay = regular x rate + overtime x rate x 1.5
Hours are tracked in whole minutes, so nothing is lost to rounding until the final decimal conversion (minutes / 60, rounded to two decimals).
Worked example: a 42.5-hour week
Monday to Friday, clock in at 9:00 AM, clock out at 6:00 PM, with a 30-minute unpaid lunch. That is 9 hours on the clock minus 0.5 hour = 8:30 per day.
Five days is 42:30, or 42.50 hours. Hours over 40 are overtime, so 2:30 (2.50 hours) is overtime.
At $20.00 an hour: regular pay is 40 x $20.00 = $800.00 and overtime is 2.5 x $30.00 = $75.00. Gross pay is $875.00 before taxes.
Rounding clock times the legal way
Federal rules let an employer round punches to the nearest five minutes, one-tenth of an hour (six minutes) or quarter hour, as long as the practice averages out so employees are paid for all the time they work. This calculator rounds each punch, then subtracts the break. For quarter-hour rounding, 7 minutes or less rounds down and 8 minutes or more rounds up.
If rounding in your workplace always favors the employer, it may not be lawful. SumPanda applies the rounding you choose but cannot judge whether a policy is neutral.
Breaks: paid or unpaid?
Short rest breaks of about 5 to 20 minutes are generally paid working time. Meal periods of 30 minutes or more can be unpaid when you are fully relieved of duty. Enter only unpaid breaks in the break field.
Checking a pay stub against your time card
Compare your total hours first, then the split between regular and overtime, then the rates. A mismatch of a few minutes often comes from rounding. A difference of hours usually points to a missed punch or an unpaid break that was longer than it should have been.
Assumptions and limits
- Overtime follows the federal Fair Labor Standards Act: 1.5 times the regular rate for hours over 40 in a seven-day workweek. Your week is the Monday to Sunday week shown here. If your employer starts the workweek on another day, enter your days in that order.
- State daily overtime (for example in California or Colorado), union contracts and employer policies are not applied. Federal law does not override stronger state rules.
- A clock-out earlier than the clock-in is read as an overnight shift ending the next day. Shifts of 24 hours or more are not supported.
- Daylight saving time changes are ignored because times are treated as wall-clock punches. If a shift crosses a clock change, adjust the break or times by an hour.
- Pay is gross, before taxes and deductions. Exempt salaried employees are usually not owed overtime.
Frequently asked questions
How do I calculate hours worked with a lunch break?
Subtract the clock-in time from the clock-out time, then subtract the unpaid lunch. Clocking in at 8:00 AM and out at 4:30 PM with a 30-minute lunch is 8 hours. This calculator does it for the whole week at once.
Why does my time card show decimals instead of minutes?
Payroll systems multiply hours by a rate, which is easier with decimals. 7 hours 45 minutes becomes 7.75. The decimal hours converter shows the full chart.
Does the week start on Monday?
Here the table runs Monday to Sunday, but only the order matters for overtime. The total for the seven days is what counts, so enter your own workweek in any order.
Can I use this for a biweekly pay period?
Use the timesheet calculator. It handles two workweeks and keeps overtime separate for each week, which is how the federal rule works.