Free Timesheet Calculator
Manually subtracting clock times and breaks across a week is where payroll errors start. This calculator takes each day's clock-in, clock-out and unpaid break, converts them into hours, totals the week, and flags any overtime owed under a standard 40-hour workweek rule.
| Day | In | Out | Break | Worked |
|---|---|---|---|---|
| Mon | 8h 00m | |||
| Tue | 8h 00m | |||
| Wed | 8h 00m | |||
| Thu | 9h 00m | |||
| Fri | 7h 30m | |||
| Sat | 0h 00m | |||
| Sun | 0h 00m |
Results
- Regular pay98.2%
- Overtime pay1.8%
Disclaimer: This calculator provides estimates only. Overtime rules vary by country, state and contract; confirm your obligations with the relevant labour authority.
What the Timesheet Calculator does
A timesheet total is the sum of hours actually worked in a pay period, calculated per day as time elapsed between clock-in and clock-out minus any unpaid break, and then summed across the week or pay period to check against overtime thresholds.
Methodology and formula
Daily hours = clock-out time − clock-in time − unpaid break; weekly total = Σ daily hours; under US FLSA rules, non-exempt employee overtime = hours worked above 40 in a single workweek x 1.5x the regular hourly rate.
Worked example
- Inputs
- Mon–Fri clock-in 9:00, clock-out 18:00, 30-minute unpaid lunch each day; regular hourly rate 22.
- Result
- Daily hours 8.5; weekly total 42.5; overtime hours 2.5 at 33/hr; regular pay 880, overtime pay 82.50, total 962.50.
The extra 30 minutes a day past a standard 8-hour shift adds up to 2.5 overtime hours across the week. At time-and-a-half, that is 82.50 in overtime pay the employer owes on top of regular wages — easy to miss without totaling clock times precisely.
When to use this tool
Use this to total hours before running payroll or issuing a pay stub. Once you have final hours and pay figures, use the Pay Stub Generator to produce the document, or the Freelance Hourly Rate Calculator if you are pricing contractor time rather than tracking employee hours.
About the Timesheet Calculator
Unpaid breaks must be subtracted, not ignored
Under US federal rules, meal breaks of 30 minutes or more can be unpaid if the employee is fully relieved of duties, but short rest breaks under 20 minutes generally must be paid. Mislabeling a working lunch as unpaid, or failing to subtract an actual unpaid break, is one of the most common sources of both overpayment and wage-claim risk.
The workweek, not the pay period, defines overtime
The US Department of Labor's Fair Labor Standards Act calculates overtime based on a fixed, recurring 7-day workweek, not a biweekly or semimonthly pay period. An employee who works 45 hours one week and 35 the next is owed 5 hours of overtime for the first week, even though the two-week average is 40 hours.
Rounding rules and recordkeeping
The Department of Labor permits rounding time to the nearest 5, 6, 10 or 15 minutes as long as the rounding practice does not systematically favor the employer over time. Employers are required to keep accurate time records for non-exempt employees for at least two to three years to support wage calculations if audited or disputed.
Exempt vs non-exempt matters before you calculate overtime
Overtime rules under the FLSA apply to non-exempt employees; exempt employees, typically salaried staff meeting specific duties and salary-threshold tests, are not owed overtime regardless of hours worked. Always confirm classification before assuming an hours total translates into an overtime payment obligation.
Frequently asked questions
How do I handle an unpaid lunch break correctly?
Is overtime calculated daily or weekly?
Do salaried employees need a timesheet?
What if clock-out is after midnight?
Does this calculator store employee time data?
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