Timesheet Calculator

About the Timesheet Calculator

Enter when you clocked in and out each day of the week, and any unpaid break. The calculator adds up each day and the week in hours:minutes and in decimal hours (what payroll usually needs), splits off overtime by a daily or weekly threshold, and works out the pay at the regular and overtime rates.

Shifts that run past midnight are handled — a clock-out earlier than the clock-in is read as the next morning, and the hours count on the day the shift started. A day can have two shifts (a split shift). Clock times can be rounded to the nearest 5, 6 or 15 minutes, the increments named in the US rule on time-clock rounding (29 CFR 785.48(b)), and the calculator shows exactly how much the rounding added or removed. Print the finished time card or download it as CSV.

Rounding clock times (the “7-minute rule”)

Under US federal rules, an employer may record starting and stopping times “to the nearest 5 minutes, or to the nearest one-tenth or quarter of an hour”, on the condition that over time this does not fail to pay employees for all the time they actually worked (29 CFR 785.48(b)). Rounding to the nearest quarter hour means:

• 1–7 minutes past a quarter round down (09:07 → 09:00)
• 8–14 minutes past round up (09:08 → 09:15)

With tenths of an hour (6 minutes), 1–2 minutes round down and 3–5 round up; with 5 minutes, 1–2 down and 3–4 up. Only rounding to the nearest increment is offered — rounding that always favours the employer does not average out. The notes under the result show the net effect of rounding on the week, so you can check that it evens out over several weeks, and the CSV keeps the clock times as entered next to the rounded ones. Other countries and some US States have their own rules.

Hours:minutes and decimal hours

Payroll systems and invoices usually want decimal hours: divide the minutes by 60. Common conversions:

• 6 min = 0.1 h · 15 min = 0.25 h · 20 min = 0.33 h · 30 min = 0.5 h · 45 min = 0.75 h
• 7:45 = 7.75 h · 8:20 = 8.33 h · 38:30 = 38.5 h

The calculator keeps every time in whole minutes and works out pay from the exact minutes, so 7 h 20 min at ₹200 an hour is ₹1,466.67 — not 7.33 × 200 = ₹1,466.

Overtime rules you can apply

• Over a weekly threshold: the hours after the first 40 (or your number) in the week are overtime. US federal law (the FLSA) requires at least 1.5 times the regular rate for hours over 40 in a workweek.
• Over a daily threshold: hours past 8 (or your number) on any day.
• Daily, then weekly: daily overtime first, then any remaining regular hours past the weekly threshold — no hour is counted twice.
• Whichever gives more: the daily and the weekly basis are both worked out and the larger is used. India’s OSH Code, 2020 (s.27) counts overtime on whichever basis is more favourable to the worker, and pays it at twice the rate of wages.

For the full legal rules of India, US federal law and California (double time, the seventh day, bonuses in the regular rate), use the overtime calculator.

Breaks

Enter only unpaid breaks; they are taken off the day’s hours. Under US federal rules, short rest breaks of about 5 to 20 minutes count as hours worked (29 CFR 785.18), while a bona fide meal period — ordinarily 30 minutes or more, completely relieved from duty — does not (29 CFR 785.19). A paid break should therefore be left out of the break box.

Limitations

• One week for one person at a time. Print or download each week to keep a record.
• Overtime uses one threshold rule and one multiplier; double time, seventh-day rules and bonuses are in the overtime calculator.
• Rounding is to the nearest increment only. Whether rounding is allowed at all depends on the law and the employment contract that apply to you.
• Up to two shifts a day. For more, add the extra time to one of the shifts or enter it on the next day.

Privacy

Everything happens in your browser. What you enter or open here is not uploaded or stored by MySmartCoPilot.