Time card calculator

How to use the time card calculator

You don't need an account. Type your times and the totals update as you go. Here is the order that works best.

• Pick the pay period. Choose Weekly or Biweekly (2 weeks). Set the day your workweek starts, or enter the first date and the calculator picks the day for you.
• Choose how you record breaks. Use "Unpaid break in minutes" if you just know you took 30 minutes. Use "Clock out and in for lunch" if you punch out and back in. Pick "Two breaks" if you clock out twice a day.
• Type your times the quick way. 8, 830, 8:30a, 5p and 17:30 all work. Press Enter to jump to the next box.
• Check the time shown under each box. It reads back what the calculator understood, such as 5:00 PM. Tap it to switch between AM and PM.
• Use "Copy to Mon–Fri" if you work the same hours every weekday, then fix the days that were different.
• Set rounding and overtime. Leave rounding on None unless your employer rounds punches. Choose Federal, California or 8 and 80 for overtime.
• Add your hourly rate if you want a gross pay estimate.
• Save or send it. Download a PDF, export a CSV for Excel, copy the totals, print, or copy a share link.

Worked example: a 46.75-hour week with overtime

Say you earn $18 an hour, the workweek runs Sunday to Saturday, and you take an unpaid break on weekdays. Here are your punches and what each day comes to.

Each day is clock out minus clock in, minus the unpaid break. Monday is 8:00 AM to 5:15 PM, which is 9 hours 15 minutes. Take off 30 minutes and you get 8:45. Do the same for each day.

Add the days: 8:45 + 8:15 + 9:30 + 8:00 + 8:15 + 4:00. The minutes add up to 45 + 15 + 30 + 0 + 15 + 0 = 105 minutes, which is 1 hour 45 minutes. The hours add up to 45. So the week is 46:45, or 46.75 decimal hours (45 ÷ 60 = 0.75).

Under the federal rule, the first 40 hours are regular and the other 6.75 are overtime. Regular pay is 40 × $18 = $720.00. Overtime pay is 6.75 × $27 (1.5 × $18) = $182.25. Estimated gross pay is $902.25 before taxes and deductions. The calculator shows exactly these numbers.

How the calculation works

Daily hours. For each clock-in and clock-out pair, the calculator takes out time minus in time. If you use lunch punches, it adds the pairs together. If you use break minutes, it subtracts them. A day never goes below zero.

Overnight shifts. When the out time is at or before the in time, the shift crossed midnight, so the calculator adds 24 hours to the out time. A 10:00 PM to 6:30 AM shift with a 30-minute break is 8 hours 30 minutes minus 30 minutes, or 8:00. The whole shift counts on the day it started.

AM or PM. If you type an out time without AM or PM and it is earlier than the in time, the calculator reads it as PM when that gives a shift of 16 hours or less. So 8 to 5 is 8:00 AM to 5:00 PM, not 21 hours. In times are read as typed, so type 10p or 22:00 for a night start.

Hours and minutes to decimal. Divide the minutes by 60. 15 minutes is 0.25, 30 is 0.50, 45 is 0.75, and 20 minutes is 0.33. The decimal total is worked out from the total minutes, then shown to two places, so small rounding errors from each day don't pile up.

Rounding. If you pick a rounding step, each punch is rounded to the nearest 5, 6 or 15 minutes before the day is added up. Break minutes are not rounded.

Overtime. Overtime is counted per workweek, a fixed run of seven days. On a biweekly card each week is checked on its own. The California preset applies daily overtime first, then weekly. The 8 and 80 preset uses one 14-day period.

Pay. Regular hours × rate, plus overtime hours × rate × 1.5, plus double-time hours × rate × 2. Each part is rounded to the cent.

Breaks, rounding and overtime settings

Pick the break setting that matches how your time is recorded. If your employer deducts a fixed 30 minutes, use break minutes. If you clock out for lunch, use the lunch punches. The time card calculator with lunch page opens with lunch punches already on.

Rounding should match your employer's policy. Most hourly workers should leave it on None to see the exact time. If your pay stub rounds to the quarter hour, the 7-minute rule calculator shows how that works.

For overtime, Federal pays 1.5 times for hours over 40 in a workweek. California adds daily overtime and double time; see the California overtime calculator. The 8 and 80 option is for hospitals and residential care facilities that agreed to it in advance.

Save, share and export your time card

Your times are saved in your browser as you type, so they are still there when you come back on the same device. Nothing is sent to a server. Use Clear to start over.

Download PDF gives you a one-page time card with each day, the totals, your pay estimate if you added a rate, and lines for employee and supervisor signatures. Add your name first if you want it printed on the card.

Excel / CSV downloads a file that opens in Excel or Google Sheets, with hours in both hh:mm and decimal. Copy totals puts a short summary on your clipboard for a text or email. Share link copies a link that opens this exact time card. The data travels inside the link itself, so anyone with the link can see it.

Common mistakes when adding up hours

• Treating 7:30 as 7.30 hours. 7 hours 30 minutes is 7.50 decimal hours. Writing 7.30 underpays you by 12 minutes.
• Wrong AM or PM. A shift that ends at 7:30 PM after a 6:00 AM start needs 7:30p, because an out time later than the in time is read as typed. Always check the time shown under each box.
• Night shifts that start in the evening. Type 10p, not 10, for a 10:00 PM start.
• Subtracting a paid break. Short rest breaks are usually paid. Only subtract breaks that are truly unpaid.
• Counting overtime over two weeks. 80 hours in two weeks can still include overtime if one week went over 40.
• Wrong week start. If your workweek starts on Monday and the card starts on Sunday, overtime can land on the wrong days.

Legal basics (US)

This section is general information, not legal advice. Your employer's records, your state's law and any contract decide what you are paid. The calculator gives an estimate.

Under the Fair Labor Standards Act, covered nonexempt employees get at least 1.5 times their regular rate for hours over 40 in a workweek. A workweek is "a fixed and regularly recurring period of 168 hours", seven 24-hour periods in a row. See the Department of Labor overtime page.

Federal law does not generally require overtime for more than eight hours in a day, or for weekends and holidays (29 CFR 778.102). Some states, such as California, do have daily overtime.

Federal law does not require lunch or coffee breaks. Short breaks of about 5 to 20 minutes that an employer does offer count as paid work time, and bona fide meal periods, usually 30 minutes or more, do not (DOL: breaks and meal periods).

Employers must record hours worked each day and total hours each workweek, and may use any timekeeping method that is complete and accurate (Fact Sheet #21).