Time Card Calculator

How to use this time card calculator

1. Choose 12-hour (AM/PM) or 24-hour time, and one week or two.
2. For each day you worked, enter the time you clocked in and the time you clocked out. You can type 9, 930 or 9:30, and the calculator reads all three.
3. Enter your unpaid lunch break in minutes. If your time clock records lunch, switch to lunch punches and enter the times you clocked out for lunch and back in.
4. Add your hourly rate to see your pay. Leave it empty to count hours only.
5. Check your total in hours and minutes and in decimal hours, then print the time card or copy a link to it.

The calculator runs in your browser and doesn't send your times anywhere.

How to calculate hours worked

For each day, subtract the clock-in time from the clock-out time, then take away any unpaid break:

Hours worked = clock-out time − clock-in time − unpaid break

Example: 8:30 AM to 5:00 PM with a 30-minute lunch

From 8:30 AM to 5:00 PM is 8 hours 30 minutes. Take away the 30-minute lunch and you worked 8 hours, or 8.00 decimal hours. Five days like this add up to 40 hours for the week.

Overnight shifts

If your shift ends after midnight, the clock-out time is earlier than the clock-in time. The calculator adds 24 hours to the clock-out time, so 10:00 PM to 6:30 AM is 8 hours 30 minutes before breaks. The hours count toward the day the shift started.

Converting minutes to decimal hours

Payroll usually shows time in decimal hours. To turn minutes into a decimal, divide them by 60: 45 minutes is 45 ÷ 60 = 0.75 hours, so 7 hours 45 minutes is 7.75 hours.

Rounded decimals can be off by a cent or two once you multiply them by your rate. The calculator works in exact minutes and rounds only the final amounts.

Lunch breaks and paid breaks

Under federal law, short rest breaks of about 5 to 20 minutes count as hours worked and must be paid (29 CFR 785.18). A meal period, usually 30 minutes or more, is unpaid only if you are completely relieved from duty. If you eat at your desk while you answer calls, that time is work (29 CFR 785.19).

So on your time card, subtract an unpaid lunch, but don't subtract a paid 10- or 15-minute break.

Federal law doesn't require employers to give lunch or coffee breaks (U.S. Department of Labor), but many states do. California, for example, requires a meal period of at least 30 minutes when you work more than five hours in a day (California Labor Commissioner).

Overtime on your time card

Most hourly employees get overtime for hours over 40 in a workweek, at no less than 1.5 times their regular rate (U.S. Department of Labor). At $18 an hour, a 45-hour week pays 40 × $18 = $720 plus 5 × $27 = $135, so $855 before taxes.

Each workweek counts on its own. On a two-week time card, 46 hours in week 1 and 34 hours in week 2 still mean 6 overtime hours, even though the two weeks add up to 80.

California also counts overtime by the day: hours over 8 in a workday are paid at 1.5 times and hours over 12 at 2 times. Choose California in the calculator to apply these rules. For double time, two pay periods and more examples, use our Overtime Calculator.

Rounding time punches

Some employers round clock-in and clock-out times to the nearest 5 minutes, tenth of an hour (6 minutes) or quarter hour (15 minutes). Federal rules allow rounding only if it averages out, so that over time employees are paid for all the time they actually work (29 CFR 785.48).

With quarter-hour rounding, punches up to 7 minutes after a quarter hour round down and 8 minutes or more round up. This is often called the 7-minute rule: 8:07 becomes 8:00 and 8:08 becomes 8:15. The calculator doesn't round unless you choose a rounding option.

Weekly and biweekly time cards

If you're paid every two weeks, set the period to 2 weeks. The calculator totals each week, applies overtime week by week and adds both weeks for the pay period.

A full-time schedule of 40 hours a week comes to 2,080 hours a year (40 × 52). That is the number most people use to turn an hourly rate into a yearly salary: at $20 an hour, 2,080 hours is $41,600 a year.

Time card calculator FAQ

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