Payroll hours calculator
Before hours go into payroll, someone has to total the time card: clock-in to clock-out for each shift, unpaid breaks taken off, then regular and overtime hours for the week in decimals. This page does that for one person’s card at a time.
Payroll hours calculator
Pay rules
Defaults follow the federal weekly rule (over 40 hours at 1.5×). Your state or contract may differ: set your own.
| Day | Start | End | Break | Hours | Actions |
|---|
Times are in .
| Regular | ||
| Overtime | ||
| Double time | ||
| Estimated gross pay |
Estimate of gross pay before tax and deductions.
Save as PDF from the print dialog. Your entries stay in this browser only.
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Payroll systems want decimal hours, not hours and minutes. A shift of 7 hours 45 minutes is entered as 7.75, and a week of 42 hours 20 minutes as 42.33. The totals here show both forms side by side, so the number you key in matches the card you were handed.
It isn’t payroll software. It doesn’t handle tax, deductions, several employees or pay runs. It gives you a checked total for one card, a regular and overtime split, an estimated gross figure if you add the rate, and a printable sheet with signature lines for the worker and the employer.
Worked example: Five 9-hour days: 5 hours weekly overtime
$20.00/h · overtime over 40 h a week at 1.5×
| Day | Start | End | Breaks |
|---|---|---|---|
| Mon, Nov 2 | 08:00 | 17:00 | none |
| Tue, Nov 3 | 08:00 | 17:00 | none |
| Wed, Nov 4 | 08:00 | 17:00 | none |
| Thu, Nov 5 | 08:00 | 17:00 | none |
| Fri, Nov 6 | 08:00 | 17:00 | none |
45.00 hours (45:00): regular 40.00, overtime 5.00. Estimated gross $950.00: regular $800.00 + overtime $150.00.
Worked example: Gross is the sum of the rounded lines (5.01 + 15.02 = 20.03, not 20.02)
$10.01/h · overtime over 0.5 h a week at 1.5×
| Day | Start | End | Breaks |
|---|---|---|---|
| Mon, Nov 2 | 09:00 | 10:30 | none |
1.50 hours (1:30): regular 0.50, overtime 1.00. Estimated gross $20.03: regular $5.01 + overtime $15.02.
From time card to payroll entry
Enter each shift, check that no row is flagged, then read the totals. For five days of 8:00 to 5:00 with no unpaid break, that’s 45.00 hours: 40.00 regular and 5.00 overtime. At $20 an hour, estimated gross is $800.00 regular plus $150.00 overtime, $950.00.
Each pay line is rounded to the cent on its own, and the gross is the sum of those rounded lines, so it matches what a pay stub shows line by line. The second worked example is a test case built to show this: a 0.5-hour weekly limit and a $10.01 rate make the regular line $5.01 and the overtime line $15.02, so the gross is $20.03 rather than $20.02.
Questions
Can I total several employees at once?
No. This calculator handles one time card. For another employee, print or save this one, press Clear and start again. Nothing is uploaded, so each card stays in this browser only.
How do I convert minutes for payroll?
Divide the minutes by 60. 15 minutes is 0.25, 20 minutes is 0.33, 45 minutes is 0.75. The totals already show decimal hours to 2 places, rounded half up.
Does it work out taxes or net pay?
No. It shows estimated gross pay, before tax and deductions, from the hours and the rate you give it. Use your payroll system for withholding and net pay.
Can the employee sign the timesheet?
Yes. Fill in the name and employer, press “Print timesheet”, and the printed sheet has signature and date lines for the worker and the employer. “Save as PDF” in the print dialog keeps a copy.
What pay period should I choose?
The one your payroll runs on: weekly, every two weeks, twice a month or monthly, under Pay rules. Overtime is still counted per workweek inside longer periods.