Time Card Calculator — Free Online Weekly Work Hours Tracker

How to Use the Time Card Calculator

1. Enter daily work times: For each day of the week, fill in the Day name, clock-in hour (0-23) and minute (0-59), clock-out hour (0-23) and minute (0-59), and break time in minutes. The default shows a standard Monday-through-Friday schedule of 9:00 to 17:00 with 30-minute breaks each day.
2. Add or remove days: Click "Add Day" to add additional work days beyond the default five (you can add up to 14 entries for biweekly tracking). Use the trash icon on the right side of each row to remove a day you did not work. The minimum is one row.
3. Review break deductions: The Break column deducts unpaid break time from each day's total. For a 30-minute lunch break, enter 30. For two 15-minute breaks, enter 30 total. Only include unpaid breaks; if your company pays for break time, enter 0.
4. Read the weekly summary: The results panel displays your total weekly hours prominently, followed by regular hours (up to 40 hours), overtime hours (anything over 40 hours), and a daily breakdown showing individual day totals. Use these numbers for your timesheet or payroll submission.

The calculator updates all totals instantly whenever you modify any cell. You can quickly adjust times to see how different schedules affect your weekly hours and overtime eligibility.

Time Card Calculation Formula

Variables Explained

• In Hour / In Min: The clock-in time for each day, expressed in 24-hour format. For example, 9:00 AM is hour 9, minute 0.
• Out Hour / Out Min: The clock-out time for each day. If the out time is before the in time, the calculator adds 24 hours (1,440 minutes) to handle overnight shifts.
• Break Min: Minutes of unpaid break to deduct from the day's total. Common values are 30 (half-hour lunch) or 60 (one-hour lunch).
• Daily Minutes: Net working minutes for each day after subtracting breaks. Minimum is 0 (negative values are clamped).
• 2,400 minutes: The weekly overtime threshold equivalent to 40 hours (40 x 60 = 2,400). This is the standard FLSA threshold for non-exempt employees in the United States.
• Regular Minutes: Weekly Total minus Overtime Minutes. Capped at 2,400 minutes (40 hours).

Step-by-Step Example

Calculate weekly hours for a schedule with varying daily times:

1. Monday: 8:00-17:30, 30 min break = (17.5 - 8) hours - 0.5 = 9.0 hours = 540 min
2. Tuesday: 9:00-18:00, 30 min break = (18 - 9) hours - 0.5 = 8.5 hours = 510 min
3. Wednesday: 8:30-17:00, 30 min break = (17 - 8.5) hours - 0.5 = 8.0 hours = 480 min
4. Thursday: 8:00-18:00, 60 min break = (18 - 8) hours - 1.0 = 9.0 hours = 540 min
5. Friday: 9:00-16:00, 30 min break = (16 - 9) hours - 0.5 = 6.5 hours = 390 min
6. Weekly total: 540 + 510 + 480 + 540 + 390 = 2,460 minutes = 41 hours 0 minutes
7. Overtime: 2,460 - 2,400 = 60 minutes = 1 hour
8. Result: 41h 00m total (40h regular + 1h overtime)

Practical Examples

Example 1: Angela's Restaurant Schedule

Angela works as a restaurant manager with varying daily hours. She needs to submit her weekly timecard for payroll. Her schedule includes one split-shift day:

• Monday: 10:00-19:00, 30 min break = 8h 30m
• Tuesday: 11:00-20:00, 30 min break = 8h 30m
• Wednesday: Off (removed row)
• Thursday: 10:00-21:00, 60 min break = 10h 00m
• Friday: 14:00-23:00, 30 min break = 8h 30m
• Saturday: 10:00-20:00, 30 min break = 9h 30m
• Weekly total: 45h 00m (40h regular + 5h overtime)

Angela worked 45 hours, earning 5 hours of overtime pay. At her rate of $22/hour, her regular pay is $880 and overtime pay is $165 (5 x $33), totaling $1,045 gross for the week.

Example 2: Kevin's Construction Week

Kevin works on a construction site with early starts. His company provides a 15-minute morning break and a 30-minute lunch (45 minutes total unpaid break per day):

• Monday: 6:00-15:00, 45 min break = 8h 15m
• Tuesday: 6:00-15:00, 45 min break = 8h 15m
• Wednesday: 6:00-15:30, 45 min break = 8h 45m
• Thursday: 6:00-15:00, 45 min break = 8h 15m
• Friday: 6:00-13:00, 30 min break = 6h 30m
• Weekly total: 40h 00m (exactly 40h regular, 0h overtime)

Kevin hit exactly 40 hours this week with no overtime. His Friday half-day balanced out the slightly longer Wednesday shift. For salary information, our salary calculator can help convert hourly rates to annual salary equivalents.

Example 3: Rachel's Night Shift Nursing Schedule

Rachel is an overnight nurse working 12-hour night shifts, three days per week. Her shifts cross midnight, but the calculator handles this automatically:

• Sunday night: 19:00-07:00 (Mon morning), 30 min break = 11h 30m
• Tuesday night: 19:00-07:00 (Wed morning), 30 min break = 11h 30m
• Thursday night: 19:00-07:00 (Fri morning), 30 min break = 11h 30m
• Weekly total: 34h 30m (all regular, no overtime)

Despite working long 12-hour shifts, Rachel's three-day schedule totals 34.5 hours, well under the 40-hour overtime threshold. This 3x12 schedule is common in healthcare, providing four days off per week while maintaining full-time status. For income tax estimation on these earnings, our income tax calculator can help.

Standard Work Schedule Reference Table

Tips and Complete Guide

Accurate Time Card Record-Keeping

Maintaining accurate time records is both a legal requirement and a financial safeguard. The FLSA requires employers to keep records of hours worked for at least three years. As an employee, keeping your own time records protects you in case of payroll disputes. Record your exact clock-in and clock-out times daily rather than relying on memory at the end of the week. Small discrepancies of 5-10 minutes per day can add up to several hours per month, which translates to significant unpaid wages over time.

Understanding Overtime Rules

Federal overtime law requires 1.5x pay after 40 hours per week for non-exempt employees. However, some states have additional rules. California requires overtime after 8 hours in a single day and double time after 12 hours. Alaska, Colorado, and Nevada also have daily overtime provisions. Some industries have specific exemptions or different thresholds. Always check your state labor department's website for the rules that apply to your situation. This calculator uses the federal 40-hour weekly threshold.

Tips for Biweekly Pay Periods

If your company uses biweekly pay periods (every two weeks), add up to 14 day entries in the calculator — 7 days for each week. Note that overtime is typically calculated per week, not per pay period. If you work 35 hours in week one and 45 hours in week two, you have 5 hours of overtime in week two even though your biweekly total of 80 hours averages to 40 per week. Always calculate overtime on a weekly basis unless your employer has a specific arrangement (some healthcare facilities use 8/80 rules).

Common Mistakes to Avoid

• Forgetting to enter break time: Omitting unpaid break deductions inflates your reported hours, which can cause payroll discrepancies. Most full-time employees have at least a 30-minute unpaid lunch break.
• Not accounting for rounding policies: Many employers round clock-in/out times to the nearest 5, 6, or 15 minutes. If your employer uses 15-minute rounding, clocking in at 8:53 may be rounded to 9:00, and clocking out at 17:07 may round to 17:00. Enter the rounded times to match your employer's system.
• Averaging overtime across two weeks: As noted above, overtime must be calculated per week under federal law. You cannot average 35 and 45 hours across two weeks to avoid paying overtime on the 45-hour week.
• Confusing paid and unpaid breaks: Only enter unpaid breaks in the Break column. Many companies provide paid 15-minute coffee breaks; these should not be deducted from your work hours.
• Not updating the day names: If your work week starts on a day other than Monday, update the day labels to accurately reflect your schedule. This helps when reconciling your time card with pay stubs.

Frequently Asked Questions