Time card calculator

How to fill in your time card

1. Type the start and end time for each day you worked. Leave days off empty.
2. Add unpaid break minutes, such as a 30-minute lunch.
3. Enter your hourly rate to see gross pay, and pick the overtime rule that applies to you.
4. Print it, save it as a PDF, or download it for Excel or as a CSV.

Working the same hours every weekday? Fill in Monday and select Copy Monday to Tue–Fri. Shifts that end after midnight, like 10:00 PM to 6:00 AM, are counted on the day they start. If you clock out and back in for lunch, use the time card with lunch punches.

Cards for more than one employee

Select Add employee above the card to keep a separate card for each person. Each card keeps its own times, rate and settings, and Excel downloads every card in one workbook, one sheet per employee. When a week is done, select Start next week: the finished card moves to Past weeks and a blank card opens for the next week. Share link copies a link that opens a copy of the card on another device. The card travels inside the link, so nothing is uploaded.

How overtime is calculated

Under the federal Fair Labor Standards Act, nonexempt employees must be paid at least one and a half times their regular rate for every hour over 40 in a workweek. A workweek is a fixed period of seven consecutive days, and each week stands on its own: hours are not averaged across a two-week pay period. There is no federal overtime for long single days. Source: U.S. Department of Labor and 29 CFR 778.104.

California adds daily rules. Time and a half applies after 8 hours in a workday, after 40 hours in a workweek, and for the first 8 hours on the seventh consecutive day worked in a workweek. Double time applies after 12 hours in a workday and after 8 hours on that seventh day. Choose California rules to apply them. Source: California Labor Commissioner.

Other places set different limits. To change the weekly limit, keep Over 40 hours a week and edit Weekly overtime after under Card settings; Ontario, for example, uses 44 hours. Where overtime also starts after a set number of hours in one day, choose Daily and weekly limits.

Which breaks to subtract

Enter only unpaid breaks. Under federal rules, short rest breaks of about 5 to 20 minutes count as hours worked, while a bona fide meal period, usually 30 minutes or more with no duties, does not. Some states require meal or rest breaks; your employer's policy decides whether a break is paid. Source: 29 CFR 785.18 and 785.19.

Rounding time punches

Many employers round clock-in and clock-out times. Federal rules allow rounding to the nearest 5 minutes, tenth of an hour (6 minutes) or quarter hour, as long as it averages out so employees are paid for all the time they work. With quarter-hour rounding, a punch 1 to 7 minutes after the quarter rounds down, and 8 to 14 minutes rounds up. Source: 29 CFR 785.48.

The calculator rounds each start and end time to the increment you choose under Card settings, then subtracts the break. The Rounding line in the total shows how much the rounded card differs from the exact punches, so you can check that rounding is not always cutting time.

Hours and minutes or decimal hours

The card shows hours two ways. 8:30 means 8 hours and 30 minutes. 8.50 is the same time in decimal hours, the format most payroll systems use. To convert, divide the minutes by 60: 45 minutes is 0.75 hours.

Need every minute from 1 to 60? Open the minutes to decimal hours chart.

Example

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