Timesheet Calculator
A free weekly timesheet calculator for clock-in / clock-out tracking with break deductions, overtime, and gross pay. Works for salaried check-ins, hourly employees, freelancers billing clients, and employers drafting payroll.
How the Timesheet Calculator Works
Each row in the week calculates (clock out − clock in) − unpaid breaks. Shifts that cross midnight are handled automatically. The weekly total is split into regular hours (up to 40) and overtime hours (beyond 40), then multiplied by the rates you provide to produce gross pay before taxes.
Daily Hours = (Out − In) − (Breaks in minutes ÷ 60)
Weekly Pay = (Reg Hrs × Rate) + (OT Hrs × Rate × Multiplier)
Break Rules Under the FLSA
Federal law does not require meal or rest breaks, but when they're offered the rules matter for pay: short rest breaks (typically 5–20 minutes) are considered hours worked and must be paid. Bona fide meal periods (usually 30 minutes or more) where the employee is fully relieved of duty are unpaid. Several states impose stricter rules — for example, California requires a 30-minute unpaid meal break by the 5th hour of work.
Common Workweek Examples
| Pattern | Weekly Hrs | At $25/hr |
|---|---|---|
| Standard 5×8 (40 hrs) | 40.0 | $1,000.00 |
| 4×10 compressed | 40.0 | $1,000.00 |
| 5×9 + 5-hr Sat (50 hrs) | 50.0 | $1,375.00 (w/ 1.5× OT) |
| Part-time 4×6 | 24.0 | $600.00 |
Why Accurate Timekeeping Matters
Under the FLSA, employers are legally required to maintain accurate time records for non-exempt employees. Back-pay lawsuits for missed meal breaks, rounded-down clock-outs, and unpaid "off-the-clock" work are among the most common wage-and-hour claims in the US. For employees, a personal timesheet is your best defense if a discrepancy appears in your paystub. For employers, accurate timesheets reduce payroll disputes, make overtime budgeting predictable, and support audit readiness.
Related Calculators
- Calculate overtime pay — drill into OT-specific scenarios.
- Salary to hourly conversion — salaried rate for timesheet reconciliation.
- Work hours per year calculator
- PTO accrual calculator
- FTE calculator — convert timesheet hours into headcount.
- Freelancer hourly rate calculator
Frequently Asked Questions
Do I need to subtract unpaid breaks?
Yes, if the break is unpaid. Under the FLSA, meal periods of 30 minutes or more where the employee is fully relieved of duty are not compensable. Short breaks under 20 minutes must be paid. Enter unpaid break minutes to subtract them from daily totals.
What's the difference between gross and billable hours?
Gross hours are every hour you're on the clock. Billable hours are the subset that can be invoiced to a client or billed to a project. A 40-hour worked week often produces only 32–36 billable hours after internal meetings, training, and admin.
How is overtime flagged here?
The calculator splits anything over 40 hours in the week into an overtime column, paid at 1.5× the regular rate by default. California and a handful of other states also require daily overtime over 8 hours — toggle your state's rule with your employer's timekeeping software.
Can I use this for payroll submission?
It's ideal for drafting and checking your week before you submit, but your official time record should be whatever your employer's payroll system requires. Keep a screenshot of your calculated totals as backup if a discrepancy appears.
What if my shift crosses midnight?
Enter the clock-out time after midnight (for example, 1:30 for 1:30 AM). The calculator detects overnight shifts automatically and adds 24 hours when clock-out is before clock-in.
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