Time Card Calculator
Add up a week of clock-in and clock-out times minus unpaid breaks, with overnight shifts, punch rounding, overtime split, gross pay and CSV export.
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About this toolWhat is the Time Card Calculator?
The Time Card Calculator is a weekly timesheet in your browser. For each day from Monday to Sunday you type when you clocked in, when you clocked out and how many minutes of unpaid break you took, and it adds up the week in both h:mm (41:15) and decimal hours (41.25), which is the number payroll systems want.
Shifts that run past midnight are handled automatically: if the clock-out time is earlier than the clock-in, the shift is taken to end the next day. You can round each punch to the nearest 5, 6 or 15 minutes, split the week into regular and overtime hours using a weekly limit, a daily limit or both, and enter an hourly rate to see gross pay.
When the week is done, download it as a CSV for a spreadsheet, print it, or copy a plain-text summary to paste into an email to your manager.
- Monday to Sunday grid with clock in, clock out and unpaid break
- Overnight shifts handled automatically
- Rounding to 5, 6 or 15 minutes per punch
- Weekly and daily overtime split with optional pay rate
- Totals in h:mm and decimal hours
- CSV download, print and shareable link
How to use the Time Card Calculator
- For each day you worked, enter the clock-in and clock-out times and the unpaid break in minutes. Leave days off blank or press Clear.
- Choose a rounding rule if your employer rounds punches; otherwise leave it on exact minutes.
- Set the weekly overtime threshold (40 by default) and, if your state has one, switch on daily overtime and enter its limit.
- Optionally enter your hourly rate and overtime multiplier to see gross pay.
- Check the daily breakdown, then download the CSV, print, or copy the summary.
Worked examples
The default week
Input
Mon 08:30 to 17:15, Tue 08:30 to 17:30, Wed 08:45 to 17:30 (45 min break), Thu 08:30 to 18:30, Fri 08:30 to 16:00; 30 min breaks otherwise; $22/h
Output
41:15 total (41.25 h), 40.00 regular, 1.25 overtime; gross pay 921.25
Each day is out minus in minus break: 8:15, 8:30, 8:00, 9:30 and 7:00. The 1.25 hours over 40 are paid at 1.5 x 22 = 33, so pay is 40 x 22 + 1.25 x 33 = 880 + 41.25.
Quarter-hour rounding
Input
In 08:07, out 16:53, 30 min break, nearest 15 minutes
Output
Rounded to 08:00 and 17:00: 8.50 h (unrounded it is 8 h 16 min, 8.27 h)
Seven minutes past rounds down and seven minutes before the hour rounds up. On another day the same rule can round against the worker, which is why it is only lawful if it evens out.
Night shifts with a daily limit
Input
Four nights 22:00 to 08:00 with 30 min breaks, one night 22:00 to 06:00; daily overtime after 8 h
Output
46:00 total; 6.00 h daily overtime, 40.00 regular, no extra weekly overtime
Each 9.5 hour night has 1.5 hours over the daily limit. The straight-time hours then total exactly 40, so the weekly rule adds nothing.
Background and insight
Converting a time card by hand goes wrong in two predictable places. The first is minutes: 8 hours 45 minutes is 8.75 hours, not 8.45, because a minute is one sixtieth of an hour. The second is the overnight shift, where 22:00 to 06:30 looks negative unless you add a day. The calculator does both conversions for every row and shows its working.
Rounding follows the federal rule in 29 CFR 785.48(b). The US Department of Labor accepts recording start and stop times to the nearest 5 minutes, tenth of an hour or quarter hour, provided the practice averages out and does not, over time, pay employees for less than they worked. Rounding to the nearest quarter hour is what payroll people call the 7-minute rule: a punch 1 to 7 minutes past a quarter rounds back, 8 to 14 minutes rounds forward. Rounding only ever in the employer's favour is not allowed. Rounding is applied to each punch, not to the daily total.
Overtime under the Fair Labor Standards Act is due for hours over 40 in a workweek, which is the default. Some states add a daily limit; California, for example, starts overtime after 8 hours in a day. When both limits are on, hours over the daily limit are counted first and the weekly limit then applies only to the remaining straight-time hours, so no hour is counted twice. The calculator does not model double time or seventh-day rules; the Overtime Calculator does.
Common use cases
Checking a paycheck
Rebuild the week from your own notes and compare the decimal hours and overtime with your pay stub.
Small-business payroll
Turn paper or app punch times into decimal hours for each employee before entering them into payroll.
Shift and night work
Total weeks with shifts that cross midnight without splitting them by hand.
Freelance invoices
Log the hours worked on a client each day and export a CSV to attach to the invoice.
Tips and limitations
- Only unpaid breaks belong in the break column. Under federal rules, short rest breaks of about 5 to 20 minutes are normally paid working time; bona fide meal periods of 30 minutes or more usually are not.
- Payroll needs decimal hours. Multiply decimal hours, never h:mm, by your rate.
- If your employer rounds punches, set the same increment here so the totals match theirs.
- State overtime rules vary. The daily setting covers the common "over 8 a day" rule; double time and seventh-day rules are in the Overtime Calculator.
- Pay shown is gross, before taxes and deductions.
Frequently asked questions
How do I calculate hours worked from clock-in and clock-out times?
Subtract the clock-in time from the clock-out time, add 24 hours if the shift ends after midnight, and take off any unpaid break. 08:30 to 17:15 with a 30 minute lunch is 8 hours 15 minutes, which is 8.25 decimal hours.
What is the 7-minute rule for time clocks?
It is quarter-hour rounding as allowed by 29 CFR 785.48(b): a punch 1 to 7 minutes after a quarter hour is rounded down and 8 to 14 minutes is rounded up. It is lawful only if it averages out over time and does not shortchange employees.
How do I convert minutes to decimal hours for payroll?
Divide the minutes by 60. 15 minutes is 0.25, 30 is 0.5, 45 is 0.75 and 6 minutes is 0.1. So 41 hours 15 minutes is 41.25 hours.
How are overnight shifts calculated on a time card?
If the clock-out time is earlier than or equal to the clock-in time, the shift is treated as ending the next day, so 22:00 to 06:30 is 8.5 hours before breaks.
Are breaks counted as hours worked?
Under federal rules, short rest breaks are usually paid, while genuine meal periods of 30 minutes or more where you are fully relieved of duty usually are not. Enter only the unpaid time in the break column.
When does overtime start on a weekly time card?
Federal law requires overtime for hours over 40 in the workweek. Some states also have daily overtime, such as California after 8 hours in a day. The calculator handles both and never counts the same hour twice.
Is there an in-depth guide to the Time Card Calculator?
Yes. “Age, Time Cards and Time Arithmetic: How the Counting Works” covers the background, how it works, common pitfalls and worked examples. Read the full guide.
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