Timesheet Calculator
Calculate weekly gross pay from your timesheet. Enter daily clock-in/out times and hourly rate to get regular hours, overtime hours, and gross pay automatically.
Day
Clock In
Clock Out
Break
$
hrs/week
Enter your values above to see the results.
Tips & Notes
- ✓Record clock times to the minute for every entry — rounding at entry time introduces systematic bias that can violate FLSA neutral-rounding requirements.
- ✓Use the same workweek definition consistently (e.g., Monday 12:00 AM through Sunday 11:59 PM) and never change it to avoid overtime obligations — this violates FLSA.
- ✓Overtime is always calculated weekly, not bi-weekly. Two 44-hour weeks = 8 hours overtime regardless of the bi-weekly total of 88 hours.
- ✓Store completed timesheets digitally with timestamps — FLSA requires retaining payroll records for at least 2 years.
- ✓If an employee works through a scheduled unpaid break, that time must be counted as work time — automatically deducting unworked breaks is a common FLSA violation.
Common Mistakes
- ✗Calculating overtime on a bi-weekly basis instead of weekly — 35 hours one week and 45 the next generates 5 hours overtime in the second week regardless of the combined total.
- ✗Not counting mandatory on-call periods where employees must remain on-site or nearby with significant restrictions — those hours may be compensable under FLSA.
- ✗Deducting a lunch break that was not actually taken — automatically deducting 30 minutes when an employee worked through lunch creates an underpayment.
- ✗Failing to include shift differentials and non-discretionary bonuses in the regular rate when calculating overtime — the overtime premium must be based on total regular compensation.
- ✗Failing to count pre-shift activities integral to the job — required equipment setup and pre-shift meetings are generally compensable under FLSA.
Timesheet Calculator Overview
A timesheet calculator converts daily clock-in and clock-out entries into payable hours, calculates gross pay at regular and overtime rates, and produces a payroll-ready weekly summary. It eliminates base-60 arithmetic errors and misapplied overtime rules — the two most common sources of payroll mistakes in manual timesheet processing.
Gross pay formula:
Gross Pay = (Regular Hours × Regular Rate) + (Overtime Hours × OT Rate)
EX: 43.5 hours at $18/hr → Regular: 40h × $18 = $720 | OT: 3.5h × $27 = $94.50 | Gross: $814.50Weekly gross pay reference:
| Weekly Hours | $15/hr | $18/hr | $20/hr | $25/hr | OT Hours |
|---|---|---|---|---|---|
| 35h | $525 | $630 | $700 | $875 | 0 |
| 40h | $600 | $720 | $800 | $1,000 | 0 |
| 44h | $690 | $828 | $920 | $1,150 | 4h |
| 48h | $780 | $936 | $1,040 | $1,300 | 8h |
| 50h | $825 | $990 | $1,100 | $1,375 | 10h |
| Pay Period | Periods/Year | Hours/Period | Best For |
|---|---|---|---|
| Weekly | 52 | 40 | Hourly workers, simple overtime |
| Bi-weekly | 26 | 80 | Most common US employers |
| Semi-monthly | 24 | 86.67 avg | Salaried employees |
| Monthly | 12 | 173.33 avg | Executive and contract positions |
Frequently Asked Questions
Subtract clock-in from clock-out for each day, then deduct unpaid break time and sum across all days. Example: Monday 8:30 AM to 5:00 PM = 8.5 hours total. Subtract 30-minute unpaid lunch = 8.0 compensable hours. Repeat for each day and sum the week. For overnight shifts crossing midnight: add 24 hours to the end time before subtracting. Example: 10:00 PM to 6:00 AM → 6:00 + 24:00 − 22:00 = 8 hours. The calculator handles these conversions automatically.
Unpaid breaks reduce compensable hours and must be deducted. Paid breaks (typically 10 to 15-minute rest periods) count as work time and should not be deducted. Example: 8:00 AM to 5:00 PM = 9 hours total. One 30-minute unpaid lunch = 8.5 compensable hours. Two paid 15-minute breaks are already included in the 9-hour total — do not deduct them. Check your employment contract or company policy to identify which breaks are paid, as this varies by employer and jurisdiction.
Divide the minutes portion by 60 and add to the whole hours. Examples: 7 hours 30 minutes = 7 + 30/60 = 7.50 decimal hours. 8 hours 45 minutes = 8 + 45/60 = 8.75 hours. 6 hours 20 minutes = 6 + 20/60 = 6.33 hours. For weekly pay: sum all decimal hours, multiply by hourly rate. Example: 38.75 hours × $22/hour = $852.50 gross pay. Most payroll software requires decimal hours input — never enter hours:minutes directly into a multiplication formula.
US federal law (FLSA) requires 1.5x overtime pay for hours exceeding 40 per workweek for non-exempt employees. Some states add daily overtime: California requires 1.5x after 8 hours per day and 2x after 12 hours per day. The employer defines the workweek as a fixed 7-day period — not necessarily Monday through Sunday. Overtime resets at the start of each new workweek. A biweekly paycheck does not combine two weeks for overtime purposes — each week is assessed separately.
Many employers round punch times to the nearest 15-minute mark. A clock-in at 8:07 rounds to 8:00; at 8:08 it rounds to 8:15. Federal rules require that rounding practices balance out — neither consistently favoring the employer nor employee. Some employers use 6-minute (one-tenth of an hour) rounding for finer precision. Always check your company handbook for the specific rounding policy, as a consistent rounding advantage to the employer may violate the FLSA.
A time card records the raw clock-in and clock-out timestamps — the factual record of when work began and ended each day. A timesheet is the processed summary: hours per day, category breakdowns (regular, overtime, sick, vacation), and weekly totals used for payroll processing. Time cards are the source data; timesheets are the derived summary. Modern systems often combine both functions digitally, capturing timestamps automatically and computing the timesheet summary in real time.