How to Calculate Work Hours, Lunch Breaks & Overtime
Total worked hours equals (End Time − Start Time) − Unpaid Breaks. Convert minutes to decimal hours by dividing by 60 (e.g. 45 min = 0.75 hrs). For gross payroll, standard hours up to 40 are multiplied by regular base wage, while hours exceeding 40 per week are compensated at 1.5× the regular rate (time-and-a-half).
Accurate timesheet recording is essential for both hourly employees ensuring fair compensation and small businesses managing labor budgets. Calculating gross pay requires converting clock times into net decimal hours, deducting mandatory unpaid meal periods, and segregating straight-time hours from premium overtime thresholds.
1. Net Shift Duration
Elapsed clock duration minus bona fide unpaid meal breaks (typically 30–60 minutes).
8:30 AM to 5:00 PM (8.5 hrs) minus 45m lunch (0.75 hrs) = 7.75 worked hours.
2. Standard vs Overtime
In most jurisdictions, cumulative non-exempt work over 40 hours per 7-consecutive-day week triggers premium pay.
A $20/hr employee working 46 hours receives 40 × $20 + 6 × $30 = $980 gross.
3. Night & Graveyard Shifts
Shifts spanning midnight wrap across two calendar dates.
Starting at 21:00 (9 PM) and ending at 05:00 (5 AM) yields (24 − 21) + 5 = 8.0 hours.
Minutes to Decimal Hours Conversion Chart
Payroll systems multiply decimal hours by hourly wage rates. Use this standard table to quickly translate common break and shift minutes:
Timesheet & Overtime FAQs
Are employers required to pay for lunch breaks?
Under federal US labor laws (FLSA) and many European standards, bona fide meal periods (ordinarily 30 minutes or longer) during which an employee is completely relieved from work duties are not considered work time and are unpaid. Short rest breaks (typically 5 to 20 minutes) must be counted as compensable hours worked.
What is the difference between daily overtime and weekly overtime?
Weekly overtime applies once an employee exceeds 40 hours across a defined 7-day workweek. Daily overtime (enforced in states like California, Nevada, and Alaska, as well as several European nations) mandates premium overtime pay for any hours worked beyond 8 (or 10) hours in a single workday, regardless of total weekly hours.
Can I export or print my weekly timesheet summary for my employer?
Yes. Click “CSV” in the top toolbar to generate a standardized, spreadsheet-compatible CSV file containing daily clock times, breaks, worked hours, and pay breakdowns. Alternatively, click “Print” for an ad-free formatted summary suitable for physical submission or PDF saving.