Hours Calculator
Enter start time, end time, and break minutes for each day. The calculator subtracts breaks and shows total hours in HH:MM format and as a decimal. Enter an hourly rate to calculate total pay.
| Label (optional) | Start (HH:MM) | End (HH:MM) | Break (min) | Hours | |
|---|---|---|---|---|---|
| 07:30 | |||||
| 07:30 | |||||
| 07:30 |
How to Calculate Hours Worked
Calculating hours worked accurately is essential for payroll processing, freelance invoicing, and time management. The basic formula is straightforward, but break deductions, overnight shifts, and decimal conversions add complexity that this calculator handles automatically.
The Basic Formula
Net hours worked = (End time − Start time) − Break time
For example, if you start at 8:30 AM, finish at 5:00 PM, and take a 45-minute lunch break:
Start time : 8:30 AM = 8 h 30 min
End time : 5:00 PM = 17 h 0 min
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Raw duration : 17:00 − 8:30 = 8 h 30 min
Break : 0 h 45 min
Net hours : 8 h 30 min − 45 min = 7 h 45 min = 7.75 decimal hours Converting Minutes to Decimal Hours
Payroll systems use decimal hours because they are easier to multiply by a rate. To convert HH:MM to decimal, divide the minutes by 60 and add to the hours:
| Time (HH:MM) | Conversion | Decimal Hours |
|---|---|---|
| 7:00 | 7 + 0/60 | 7.00 |
| 7:15 | 7 + 15/60 | 7.25 |
| 7:30 | 7 + 30/60 | 7.50 |
| 7:45 | 7 + 45/60 | 7.75 |
| 8:20 | 8 + 20/60 | 8.33 |
Calculating Weekly and Bi-Weekly Totals
Add one row per workday to track an entire week or pay period. The calculator sums all valid rows and shows an average hours-per-day figure. For a standard 5-day week working 8 hours per day, the expected total is 40.00 hours.
Bi-weekly payroll covers 14 days (two 5-day workweeks = 10 working days). Enter each day separately, include actual start/end times, and use the total to process payroll or verify your pay stub.
Overtime Calculations
In the United States, the Fair Labor Standards Act (FLSA) requires that non-exempt employees receive overtime pay at 1.5 times their regular rate for all hours worked beyond 40 in a single workweek. Some states impose stricter daily overtime rules:
| State | Daily overtime threshold | Double-time threshold |
|---|---|---|
| California | Over 8 hours/day | Over 12 hours/day or 7th consecutive day |
| Nevada | Over 8 hours/day (if <$15/hr) | Not required by state law |
| Alaska | Over 8 hours/day | Not required by state law |
| All other states | Weekly threshold only (40 hrs) | Not required by federal law |
To calculate overtime pay: multiply the first 40 hours by the regular rate, then multiply hours over 40 by 1.5× the regular rate. For example, 47 hours at $18/hr:
Regular time : 40 hrs × $18.00 = $720.00
Overtime : 7 hrs × $27.00 = $189.00 ($18 × 1.5)
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Total pay : = $909.00 Timesheet Best Practices
Accurate timesheets protect both employers and employees. Key practices include: recording start and stop times rather than estimating, noting break times separately, rounding only in compliance with your employer's written policy (the most common rounding rule is to the nearest quarter-hour), and reviewing totals before submitting. The US Department of Labor requires employers to keep payroll records for at least three years.
Freelancers and contractors should track time daily rather than reconstructing it at invoice time. Detailed time logs help justify rates to clients and are required for certain government contracts. A simple log with project name, start/end times, and brief description of work is sufficient for most purposes.
Common Timesheet Mistakes
The most frequent errors in manual time tracking include: forgetting to deduct unpaid breaks, confusing 12:00 PM (noon) and 12:00 AM (midnight), not accounting for overnight shifts, and rounding in ways that consistently favor one party. This calculator avoids all of these by computing the exact difference and letting you specify breaks precisely.
Frequently Asked Questions
How do I calculate hours worked between two times?
Subtract the start time from the end time to get raw duration, then subtract the break time. For example, 9:00 AM to 5:30 PM is 8.5 hours; with a 30-minute break it becomes 8.0 hours worked. Our calculator does this automatically for each row and sums the total.
What does "decimal hours" mean and why is it used?
Decimal hours express time as a single number rather than hours:minutes. 8 hours 30 minutes = 8.5 decimal hours. This format is used for payroll because multiplying decimal hours by an hourly rate gives the exact dollar amount. To convert: divide the minutes component by 60 and add to whole hours. 7 hours 45 minutes = 7 + (45÷60) = 7.75 hours.
How does the calculator handle shifts that cross midnight?
When the end time is earlier than the start time, the calculator assumes the shift crosses midnight and adds 24 hours to the end time before computing the difference. For example, a shift starting at 10:00 PM and ending at 6:00 AM is treated as 8 hours, not as a negative value.
What are US overtime rules I should know for payroll?
Under the federal Fair Labor Standards Act (FLSA), non-exempt employees earn overtime at 1.5× their regular rate for all hours worked over 40 in a workweek. Some states (California, Nevada, Alaska) additionally require daily overtime for hours over 8 in a single day, and double-time for hours over 12. The calculator shows total hours; you will need to apply your state's overtime threshold manually.
How do I calculate bi-weekly pay from hourly rate and hours?
Sum your hours for all 14 days in the pay period and multiply by your hourly rate. If total hours exceed 80 (the federal 40-hour-per-week standard for two weeks), apply the overtime multiplier (1.5×) to the excess hours. Enter all 14 days as rows in this calculator, enter your hourly rate, and it will show the straight-time total pay.
Related Calculators
- Time Calculator — add and subtract hours and minutes
- Date Calculator — find the number of days between two dates
- Salary Calculator — convert between hourly, daily, weekly, and annual pay
- Working Days Calculator — count business days between dates