How to use the time card calculator
- Pick the first day of your workweek. Many US employers start the week on Sunday, but use whatever your payroll uses.
- Enter the time you clocked in and clocked out for each day. Leave days off empty.
- Add your unpaid break in minutes, such as a 30-minute lunch. Short paid breaks should not be subtracted.
- Optionally add your hourly rate and choose the overtime rule that applies to you.
- Download the week as a CSV for a spreadsheet, or print it as a time card.
How hours are calculated
For each day, the calculator takes clock-out minus clock-in, then subtracts the unpaid break. If you clock out earlier than you clocked in, the shift is treated as an overnight shift that crosses midnight. Daily totals are shown as hours and minutes (7:45) and as decimal hours (7.75), which is the format most payroll systems use.
Converting minutes to decimal hours
| Minutes | Decimal |
|---|---|
| 15 | 0.25 |
| 30 | 0.50 |
| 45 | 0.75 |
| 20 | 0.33 |
| 40 | 0.67 |
Overtime rules
Federal (FLSA): non-exempt employees earn 1.5 times their regular rate for every hour over 40 in a workweek. Hours cannot be averaged across two weeks.
California: 1.5× after 8 hours in a workday and after 40 hours in a workweek, 2× after 12 hours in a workday. On the seventh consecutive day worked in a workweek, the first 8 hours are paid at 1.5× and anything beyond at 2×.
Example: at $18/hour, 48 hours in a week under the federal rule is 40 × $18 = $720 plus 8 × $27 = $216, for $936 before taxes.
Other states, union contracts and employer policies can have different rules. This calculator is for estimates only. Always check with your employer or your state labor department.
Frequently asked questions
Is my data saved?
Your entries are saved only in this browser on this device, so they are still there when you come back. Nothing is sent to a server.
Does it handle overnight shifts?
Yes. A shift from 10:00 PM to 6:00 AM counts as 8 hours.
Should I subtract paid breaks?
No. Under federal rules, short breaks (usually 5 to 20 minutes) are paid work time. Only subtract unpaid meal breaks.
Can I use it for several employees?
Yes. Fill in one week, download or print it, then clear the week and enter the next person.