The Formula
Hours Worked = Clock Out − Clock In − Break Time
Example: Clock in at 8:00 AM, clock out at 5:00 PM, 30-minute lunch break:
- Total time: 9 hours
- Minus break: 9 − 0.5 = 8.5 hours worked
Calculate Your Hours
Track your full week, overtime, and estimated pay:
Converting Time to Decimal Hours
Payroll systems use decimal hours, not hours:minutes. Here's how to convert:
Decimal hours = hours + (minutes ÷ 60)
| Time Worked | Decimal Hours |
|---|---|
| 7 hours 15 min | 7.25 |
| 7 hours 30 min | 7.50 |
| 7 hours 45 min | 7.75 |
| 8 hours 0 min | 8.00 |
| 8 hours 15 min | 8.25 |
| 8 hours 30 min | 8.50 |
| 8 hours 45 min | 8.75 |
| 9 hours 0 min | 9.00 |
Minutes to Decimal Quick Reference
| Minutes | Decimal | Minutes | Decimal |
|---|---|---|---|
| 5 | .08 | 35 | .58 |
| 10 | .17 | 40 | .67 |
| 15 | .25 | 45 | .75 |
| 20 | .33 | 50 | .83 |
| 25 | .42 | 55 | .92 |
| 30 | .50 | 60 | 1.00 |
Overtime Calculations
Federal Rules (FLSA)
Under the Fair Labor Standards Act:
- Overtime threshold: 40 hours per week (federal)
- Overtime rate: 1.5× regular pay (time and a half)
- Double time: Not required federally, but some states mandate it
Daily vs Weekly Overtime
| State | Rule |
|---|---|
| Most states | Overtime after 40 hrs/week |
| California | Overtime after 8 hrs/day AND 40 hrs/week |
| Alaska | Overtime after 8 hrs/day AND 40 hrs/week |
| Colorado | Overtime after 12 hrs/day OR 40 hrs/week |
| Nevada | Overtime after 8 hrs/day (if hourly rate < 1.5× min wage) |
Overtime Pay Example
Weekly hours: 45 hours at $20/hr
| Type | Hours | Rate | Pay |
|---|---|---|---|
| Regular | 40 | $20.00 | $800.00 |
| Overtime | 5 | $30.00 (1.5×) | $150.00 |
| Total | 45 | $950.00 |
Handling Special Situations
Overnight Shifts
If you clock in at 10:00 PM and clock out at 6:00 AM:
- 10:00 PM to midnight = 2 hours
- Midnight to 6:00 AM = 6 hours
- Total: 8 hours
Our calculator handles this automatically.
Rounding Rules
Many employers round to the nearest quarter hour (15 minutes):
| Actual Time | Rounded To |
|---|---|
| 8:01 - 8:07 | 8:00 |
| 8:08 - 8:22 | 8:15 |
| 8:23 - 8:37 | 8:30 |
| 8:38 - 8:52 | 8:45 |
| 8:53 - 9:07 | 9:00 |
The 7-minute rule: round down for 1-7 minutes, round up for 8-14 minutes.
Break Time Laws
| State | Meal Break | Rest Break |
|---|---|---|
| Federal | No requirement | No requirement |
| California | 30 min (after 5 hrs) | 10 min per 4 hrs |
| New York | 30 min (after 6 hrs) | No requirement |
| Washington | 30 min (after 5 hrs) | 10 min per 4 hrs |
| Colorado | 30 min (after 5 hrs) | 10 min per 4 hrs |
Paid vs unpaid breaks: Rest breaks (under 20 min) are typically paid. Meal breaks (30+ min) are typically unpaid if you're completely relieved of duties.
Weekly Timesheet Example
Here's a typical work week calculation:
| Day | In | Out | Break | Hours |
|---|---|---|---|---|
| Mon | 8:00 | 17:00 | 60 min | 8.00 |
| Tue | 7:30 | 17:00 | 30 min | 9.00 |
| Wed | 8:00 | 17:30 | 60 min | 8.50 |
| Thu | 8:00 | 17:00 | 45 min | 8.25 |
| Fri | 8:00 | 16:00 | 30 min | 7.50 |
| Total | 41.25 |
At $25/hr with overtime after 40 hours:
- Regular: 40 × $25 = $1,000
- Overtime: 1.25 × $37.50 = $46.88
- Gross pay: $1,046.88
Gross Pay vs Net Pay
Your time card calculator shows gross pay (before deductions). Common deductions include:
| Deduction | Typical Amount |
|---|---|
| Federal income tax | 10-37% (depends on bracket) |
| Social Security (FICA) | 6.2% |
| Medicare | 1.45% |
| State income tax | 0-13% (varies by state) |
| Health insurance | Varies |
| 401(k) | Varies |
Rough estimate: Take-home pay is typically 70-80% of gross pay.
Key Takeaways
- Hours worked = clock out − clock in − breaks
- Convert to decimal hours for payroll (divide minutes by 60)
- Federal overtime: 1.5× pay after 40 hours/week
- Some states (like California) also have daily overtime rules
- Track breaks separately — meal breaks are usually unpaid
- Gross pay ≠ take-home pay (expect 20-30% in deductions)