data tool
Time card calculator
Daily hours on a time card are the out time minus the in time minus the unpaid break; a shift that ends after midnight wraps to the next day. This calculator adds a week of days, shows the total as hours and minutes and as a decimal for payroll, applies optional rounding to 5, 6 or 15 minutes, and multiplies by an hourly rate.
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- Runs on your device, nothing is uploaded
- Free, no sign in
- No watermark, no file limit
How it works
- 1
Pick rounding
Choose no rounding, or rounding each punch to 5, 6 or 15 minutes.
- 2
Enter each day
Type the in and out times and the unpaid break in minutes for each day worked.
- 3
Add a rate
Type the hourly rate if you want gross pay.
- 4
Copy the card
Read the weekly total in both formats and copy the day by day time card.
Decimal hours against hours and minutes
Seven hours and 45 minutes is 7:45 on a clock but 7.75 in decimal hours, because 45 minutes is three quarters of an hour. Payroll multiplies decimal hours by the rate, so typing 7.45 for 7:45 underpays by 18 minutes. The calculator shows both formats side by side. The common conversions are 15 minutes to 0.25, 20 minutes to 0.33, 30 to 0.5, 40 to 0.67 and 45 to 0.75; any other figure is the minutes divided by 60.
Quarter hour rounding
The US Department of Labor's rule at 29 CFR 785.48 allows employers to round start and stop times to the nearest five minutes, tenth of an hour or quarter hour, provided the rounding averages out so employees are fully paid for time worked over a period. On a quarter hour, 7 minutes past rounds down and 8 minutes past rounds up, so 8:57 becomes 9:00 and 17:08 becomes 17:15. The calculator rounds each punch to the nearest step both ways, which is the neutral rounding the rule describes.
Minutes to decimal table
5 minutes is 0.08 hours, 6 is 0.10, 10 is 0.17, 12 is 0.20, 15 is 0.25, 18 is 0.30, 20 is 0.33, 24 is 0.40, 30 is 0.50, 36 is 0.60, 40 is 0.67, 42 is 0.70, 45 is 0.75, 48 is 0.80 and 54 is 0.90. Six minute rounding exists because every six minutes is exactly one tenth of an hour, which keeps decimal time cards free of repeating figures.
Overnight shifts and breaks
A shift from 22:00 to 06:30 is 8.5 hours on the clock. Because the out time is earlier than the in time, the calculator treats it as the next morning. A 30 minute unpaid break then leaves 8 hours. Paid rest breaks of 20 minutes or less are generally counted as hours worked under federal rules, so leave them out of the break column; type only breaks that are genuinely unpaid.
A night shift week, worked through
Three night shifts from about 22:00 to 06:30 with a 30 minute break, and a Saturday from 14:00 to 22:10 with a 20 minute break, rounded to the quarter hour: 21:52 rounds to 21:45, 22:05 to 22:00, 06:28 to 06:30 and 06:35 to 06:30. The three nights give 8:00, 8:00 and 8:15, and the Saturday 14:00 to 22:15 less 20 minutes gives 7:55. The week is 32:10, or 32.17 decimal hours. The example button loads this week so each step can be checked.
Collecting the times in the first place
A time card is only as good as the times written on it. A timesheet form with fields for each day's start, finish and break, the week starting date and a supervisor approval gives the numbers this calculator needs, and the AI form builder makes one from a description. Under the FLSA, employers keep records of hours worked each day and each week for non exempt employees.
Limits
- One shift a day; split shifts need adding by hand.
- No overtime rules; the California overtime calculator applies them.
- Rounding goes to the nearest increment both ways, the neutral method 29 CFR 785.48 describes; rounding that always favours the employer is not offered.
- An out time earlier than the in time is read as the next morning.
What it does not do
- It does not record or store punches.
- It does not check meal break rules.
- It does not submit the time card.
Questions people ask
How do I calculate hours worked with a lunch break?
Subtract the start time from the finish time, then subtract the unpaid lunch. From 8:30 to 17:00 is 8 hours 30 minutes; less a 30 minute lunch that is 8 hours. In decimal hours that is 8.0, ready to multiply by the hourly rate.
How do I convert minutes to decimal hours?
Divide the minutes by 60. So 15 minutes is 0.25, 20 minutes is 0.33, 45 minutes is 0.75 and 50 minutes is 0.83. Add the result to the whole hours: 7 hours 50 minutes is 7.83 decimal hours. The table above lists the common ones.
Is rounding time cards legal?
Under the federal rule, rounding to the nearest 5 minutes, tenth of an hour or quarter hour is allowed if it averages out so employees are paid for all time actually worked. Rounding that always goes in the employer's favour is not. Some states apply stricter rules.
How do I add up a week of hours and minutes?
Add the minutes and the hours separately, then turn every 60 minutes into an hour. Or convert each day to decimal hours first and add those. The calculator does both and shows 37:45 as 37.75 hours. The copied card shows each day and the week.
Do short breaks count as working time?
Under the FLSA, short rest breaks of about 5 to 20 minutes are generally paid working time, while bona fide meal periods of 30 minutes or more, when the employee is fully relieved of duty, are not. Only type the unpaid breaks.
Does the calculator work out overtime?
No. It totals hours and multiplies by one rate. For overtime, put the daily hours into the California overtime calculator, which applies the federal 40 hour rule or California's daily and weekly rules. Time cards and overtime are kept apart so each tool can be checked on its own figures.
Build a timesheet form
Take what you made here into forms.
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Background reading: the question page on this.
Written and checked by the OneCraft team. Last checked .