Hours Calculator – Work Hours, Weekly & Time Schedule Calculator
Use our free hours calculator to calculate work hours, weekly totals, overtime, and pay accurately for payroll and timesheets. Perfect for employees, freelancers, managers, and business owners tracking time and calculating wages.
Work Hours
| Date | Start Time | End Time | Break (min) | Actions |
|---|---|---|---|---|
Pay Calculation (Optional)
Typically 1.5x
Standard: 40 hours
An hours calculator is a specialized tool designed to accurately calculate the total time worked between start and end times, accounting for breaks, overtime, and pay rates. Unlike basic time calculators, professional hours calculators handle complex scenarios including overnight shifts, weekly totals, break deductions, and payroll calculations.
Why Use an Hours Calculator?
- Accuracy: Eliminates manual calculation errors in time math and decimal hour conversions
- Efficiency: Quickly calculates hours for multiple days or weeks at once
- Payroll: Automatically calculates regular pay, overtime, and total wages
- Verification: Confirm your timesheet or paycheck calculations are correct
- Record Keeping: Track and document work hours for taxes, billing, or employment records
Understanding Decimal Hours
Hours calculators convert time into decimal format for easier payroll processing. For example, 8 hours and 30 minutes = 8.5 hours (not 8.30). This decimal format is what employers use to calculate wages: 8.5 hours × $20/hour = $170.
Common Time to Decimal Conversions
Calculating work hours involves subtracting start time from end time and deducting breaks. Our calculator handles this automatically, but understanding the process helps verify accuracy.
Step-by-Step Calculation Method
Step 1: Convert times to 24-hour format
9:00 AM = 09:00, 5:30 PM = 17:30
Step 2: Calculate total minutes
End time - Start time = Work duration
17:30 - 09:00 = 8 hours 30 minutes = 510 minutes
Step 3: Subtract break time
510 minutes - 30 minutes break = 480 minutes
Step 4: Convert to decimal hours
480 minutes ÷ 60 = 8.00 hours
Handling Overnight Shifts
When your shift crosses midnight (e.g., 10:00 PM to 6:00 AM), our calculator automatically adds 24 hours to the end time to calculate correctly. A 10 PM to 6 AM shift is 8 hours, not a negative value.
Example: Night Shift Calculation
Start: 10:00 PM (22:00)
End: 6:00 AM (06:00 next day)
Break: 45 minutes
Calculation: (06:00 + 24:00) - 22:00 - 0:45 = 7.25 hours
Weekly hour calculations are essential for payroll processing, overtime determination, and work schedule management. Our calculator automatically totals hours across multiple days to give you weekly summaries.
Weekly Work Schedule Calculation
Most employees work standard schedules that require weekly hour tracking. Here's how to use the calculator for weekly totals:
Standard 40-Hour Work Week Example
| Day | Start | End | Break | Hours |
|---|---|---|---|---|
| Monday | 9:00 AM | 5:00 PM | 30 min | 7.5 |
| Tuesday | 9:00 AM | 5:00 PM | 30 min | 7.5 |
| Wednesday | 9:00 AM | 5:00 PM | 30 min | 7.5 |
| Thursday | 9:00 AM | 5:00 PM | 30 min | 7.5 |
| Friday | 9:00 AM | 5:00 PM | 30 min | 7.5 |
| Weekly Total | 37.5 hours | |||
Overtime Week Calculation
When you work more than 40 hours per week (or your contract's threshold), overtime hours are typically paid at 1.5× your regular rate. Our calculator automatically separates regular and overtime hours.
Overtime Week Example
5 days × 9.5 hours = 47.5 total hours
• Regular hours: 40 hours at standard rate
• Overtime hours: 7.5 hours at 1.5× rate
If hourly rate is $20/hour:
• Regular pay: 40 × $20 = $800
• Overtime pay: 7.5 × $30 = $225
Total weekly pay: $1,025
A time schedule calculator helps you plan and track work schedules across different shift patterns, rotating schedules, and flexible work arrangements. It's essential for shift workers, managers, and anyone with non-standard work hours.
Common Schedule Types
Shift Work Schedules
- Day shift: 7 AM - 3 PM
- Swing shift: 3 PM - 11 PM
- Night shift: 11 PM - 7 AM
- 12-hour shifts: Various start times
Flexible Schedules
- Compressed workweek (4×10 hours)
- Part-time variable hours
- Freelance/contract hours
- Remote work flexible times
Rotating Schedule Example
Many healthcare, manufacturing, and service workers follow rotating schedules. Here's how to track a 2-week rotation:
Week 1 - Day Shifts:
Monday-Friday: 7:00 AM - 3:30 PM (8 hours/day = 40 hours)
Week 2 - Night Shifts:
Monday-Friday: 11:00 PM - 7:30 AM (8 hours/day = 40 hours)
Total bi-weekly: 80 hours
Converting work hours to payroll calculations requires precision. Our hourly time calculator ensures accurate wage calculations for regular time, overtime, and special pay rates.
Payroll Calculation Basics
Standard Payroll Formula
Gross Pay = (Regular Hours × Hourly Rate) + (Overtime Hours × Overtime Rate)
Regular Time
Hours up to 40/week × Standard hourly rate
Overtime (Time and a Half)
Hours over 40/week × (Hourly rate × 1.5)
Double Time
Holiday/weekend hours × (Hourly rate × 2.0)
Payroll Accuracy Importance
Accurate time tracking and calculation are legally required and financially important:
- Legal compliance: Fair Labor Standards Act (FLSA) requires accurate record-keeping
- Employee satisfaction: Correct paychecks build trust and morale
- Business efficiency: Accurate tracking prevents payroll disputes and corrections
- Tax reporting: Precise records simplify tax filing and audits
Complete Payroll Example
Employee: Works 45 hours in a week
Hourly Rate: $18.00/hour
Overtime Rate: $27.00/hour (1.5×)
Regular pay: 40 hours × $18.00 = $720.00
Overtime pay: 5 hours × $27.00 = $135.00
Gross pay: $855.00
Example 1: Basic Single Day Calculation
Problem:
Calculate hours worked from 9:00 AM to 5:30 PM with a 30-minute lunch break.
Step 1: Convert to 24-hour format
Start: 09:00, End: 17:30
Step 2: Calculate total time
17:30 - 09:00 = 8 hours 30 minutes = 8.5 hours
Step 3: Subtract break
8.5 hours - 0.5 hours = 8.0 hours
Answer: 8.0 hours worked
Example 2: Overnight Shift
Problem:
Calculate hours for a night shift from 10:00 PM to 6:00 AM with a 45-minute break.
Step 1: Recognize overnight shift
Start: 22:00, End: 06:00 (next day)
Step 2: Add 24 hours to end time for calculation
(06:00 + 24:00) - 22:00 = 30:00 - 22:00 = 8 hours
Step 3: Subtract break
8 hours - 0.75 hours = 7.25 hours
Answer: 7.25 hours worked (7 hours 15 minutes)
Example 3: Weekly Hours with Overtime
Problem:
Calculate weekly pay for someone who works 9.5 hours/day for 5 days at $20/hour (overtime after 40 hours).
Step 1: Calculate total hours
9.5 hours × 5 days = 47.5 hours
Step 2: Separate regular and overtime
Regular: 40 hours
Overtime: 7.5 hours
Step 3: Calculate pay
Regular pay: 40 × $20 = $800
Overtime pay: 7.5 × $30 (1.5× rate) = $225
Answer: $1,025 total weekly pay
Time to Decimal Conversion
Common Overtime Rates
Standard Work Week
Full-time: 40 hours/week
Part-time: Under 30-35 hours/week
Overtime: Over 40 hours/week
Multiple Entries
Track multiple days or shifts at once
Overnight Shifts
Automatic midnight crossover handling
Overtime Tracking
Automatic regular/overtime separation
Pay Calculator
Calculate wages with overtime and bonuses
4-6 hour shift
One 15-minute break (paid)
6-8 hour shift
30-minute lunch break (unpaid)
8+ hour shift
30-min lunch + 15-min breaks
* Break requirements vary by location. Check your local labor laws.
Record hours daily for accuracy - memory fades quickly
Keep copies of your timesheets for at least 2 years
Verify your paycheck against calculated hours every pay period
Use time tracking apps or tools for automatic recording
Know your rights - employers must pay for all time worked
Federal Requirements (US):
- Overtime after 40 hours/week
- Minimum wage applies to all hours
- Accurate time records required
- Non-exempt employees get overtime
State Variations:
Some states have daily overtime rules, higher minimum wages, or stricter break requirements. Check your state's labor department for specifics.
*Rates vary by location, experience, and industry
For Employees & Workers
Whether you're an hourly employee, freelancer, contractor, or gig worker, accurate time tracking is essential for ensuring you're paid correctly. Our hours calculator helps you:
Verify Your Paycheck
Compare your calculated hours against your timesheet and paycheck. If there's a discrepancy, you have documentation to discuss with your employer.
Track Multiple Jobs
If you work multiple part-time jobs or freelance gigs, use separate entries to track hours for each employer or project for accurate billing and records.
Plan Your Income
Calculate potential earnings based on different shift schedules to help with budgeting and financial planning.
Document Work Hours
Keep personal records of your work hours as backup documentation for taxes, unemployment claims, or labor disputes.
For Employers & Business Owners
Accurate time tracking isn't just important for employees—employers need reliable hour calculations for payroll, billing, and compliance:
- Payroll Processing: Calculate accurate wages including overtime and bonuses before processing payroll
- Client Billing: Track billable hours for contractors and consultants to invoice clients correctly
- Labor Cost Analysis: Understand actual labor costs for projects and operations
- Compliance: Ensure you're meeting FLSA requirements for overtime and record-keeping
- Schedule Optimization: Analyze work patterns to optimize shift scheduling and reduce overtime costs
⚠️ Legal Reminder for Employers
The Fair Labor Standards Act (FLSA) requires employers to keep accurate records of hours worked by non-exempt employees. Records must be kept for at least 3 years. Failure to properly track and pay for all hours worked (including overtime) can result in significant penalties and back-pay claims.
Best Practices for Accurate Time Tracking
1. Record Time Immediately
Don't wait until the end of the week to record your hours. Log times as soon as your shift ends while the information is fresh. This prevents memory errors and ensures accuracy.
2. Use Consistent Methods
Whether you use a time clock, mobile app, or manual tracking, stick to one consistent method. Switching between methods increases the chance of errors or missed entries.
3. Include All Work Time
Remember to track ALL time worked, including: preparation time before shifts, cleanup after shifts, mandatory meetings or training, and work performed from home. If your employer requires it, you must be paid for it.
4. Document Irregularities
If you work unscheduled hours, overtime, or have unusual circumstances (called in early, stayed late, missed breaks), make detailed notes. This documentation is crucial if discrepancies arise later.
Common Time Tracking Mistakes to Avoid
Rounding Errors
Avoid rounding time up or down. If you worked 7 hours and 48 minutes, record it as 7.8 hours (or 7:48), not 8 hours. Over time, rounding errors accumulate significantly.
Forgetting Break Deductions
Remember to subtract unpaid break time. If you work 8:00 AM to 5:00 PM with a 30-minute unpaid lunch, you worked 8.5 hours, not 9 hours.
Mixing Time Formats
Don't mix regular hours (8.5) with time format (8:30). Use decimal hours for payroll calculations: 8 hours 30 minutes = 8.5 hours, not 8.30.
Different industries have unique time tracking needs. Here's how to use the hours calculator for specific fields:
🏥 Healthcare Workers
Nurses, CNAs, and healthcare staff often work 12-hour shifts with overnight rotations:
- Track 7 PM - 7 AM night shifts accurately
- Document on-call hours separately
- Include mandatory overtime after 40 hours/week
- Note weekend and holiday differentials
🍔 Restaurant & Hospitality
Food service workers have variable schedules and split shifts:
- Track lunch and dinner shifts separately
- Include tip credit considerations
- Document unpaid break time accurately
- Note early arrival for prep work
🚛 Transportation & Delivery
Drivers need to track duty hours for compliance:
- Log driving hours vs. on-duty not driving
- Track loading/unloading time
- Document wait times at locations
- Note daily and weekly hour limits
💻 Freelancers & Contractors
Independent workers need detailed time tracking for billing:
- Track billable vs. non-billable hours
- Document project-specific time
- Include travel time if applicable
- Keep records for client invoicing
🏭 Manufacturing & Warehouse
Shift workers benefit from accurate tracking:
- Track rotating shift schedules
- Document mandatory overtime
- Include shift differentials (2nd/3rd shift)
- Note production downtime vs. work time
🛡️ Security & Law Enforcement
Security professionals work various shift patterns:
- Track overnight security shifts
- Document court appearances (if applicable)
- Include training and briefings
- Note hazard pay or special assignments
While our calculator is perfect for verification and personal records, businesses and professionals also benefit from automated time tracking solutions:
Types of Time Tracking Tools
| Method | Best For | Pros | Cons |
|---|---|---|---|
| Manual Timesheet | Small teams, simple schedules | Simple, no tech needed | Error-prone, time-consuming |
| Time Clock (Physical) | Manufacturing, retail | Accurate punch times | Buddy punching risk |
| Mobile Apps | Field workers, remote teams | GPS tracking, convenient | Requires smartphones |
| Biometric Systems | Large facilities, security | No buddy punching | Privacy concerns, cost |
| Software Integration | Office work, remote | Automatic, integrated | Learning curve |
💡 Pro Tip: Dual Verification
Even if you use automated time tracking at work, maintain personal records using this calculator. Having your own documentation provides backup verification if payroll discrepancies occur. Many successful wage claim cases rely on employees' personal time records.
Employee Rights Under Federal Law
The Fair Labor Standards Act (FLSA) establishes minimum wage, overtime pay, recordkeeping, and youth employment standards. Here's what you need to know:
✓ You Have the Right To:
- Be paid for ALL hours worked, including time spent working before/after scheduled shifts
- Receive overtime pay (1.5× regular rate) for hours over 40 in a workweek
- Keep your own time records for verification
- Access your employer's time records
- File a wage claim if you're underpaid
✗ Employers Cannot:
- Require you to work "off the clock" without pay
- Average hours across multiple weeks to avoid overtime
- Misclassify you as exempt to avoid paying overtime
- Retaliate against you for questioning pay or tracking hours
- Refuse to pay for mandatory meetings or training
What to Do If You're Underpaid
- Document everything: Use this calculator to track your actual hours worked. Keep copies of timesheets, schedules, and pay stubs.
- Calculate the discrepancy: Compare what you should have been paid (based on your tracked hours) versus what you actually received.
- Speak with your employer: Many pay errors are honest mistakes. Present your documentation and request correction.
- File a complaint if needed: If your employer refuses to pay correctly, file a wage claim with your state's labor department or the U.S. Department of Labor.
⚖️ Statute of Limitations
You typically have 2-3 years to file a wage claim (longer if the violation was willful). Don't wait—employers are less likely to have records, and you may lose the right to back pay.