Time Card Calculator
Calculate your daily and weekly hours and generate a time card report using the calculator below.
Time Card Report:
|Day||Start Time||End Time||Break||Total Hours|
On this page:
- How to Calculate Hours for a Time Card
- Step One: Convert the Start and End Times to 24-hour Time
- Step Two: Convert the Times to Decimal
- Step Three: Subtract the Start Time from the End Time
- Step Four: Subtract Breaks from the Hours at Work
- Step Five: Add the Time Worked Each Day to Find the Total Weekly Time Worked
- How to Use a Time Sheet
- What is the Difference Between a Time Card, Time Sheet, and Time Clock?
How to Calculate Hours for a Time Card
You can calculate the number of hours for a time card using the five-step process outlined below. Of course, you can also use a time card calculator like to one above to make the process much easier.
You can calculate the total hours worked in a week by following five simple steps.
Step One: Convert the Start and End Times to 24-hour Time
The first step is to convert the starting and ending times to 24-hour time. This allows you to subtract the start time from the end time in the third step.
For example, if you work from 9:00am to 5:00pm, convert 5:00pm to 14-hour time, which is 17:00.
Step Two: Convert the Times to Decimal
Next, you’ll need to convert the times to a decimal. 9:00 becomes 9.0, and 17:00 becomes 17.0.
Simple enough. But what if you end at 5:30 pm (17:30 in 24-hour time) or begin at 8:45 am? In this case, you would take the number after the colon and divide by 60.
For example, 17:30 is the same as 17 and 30/60. You can reduce the fraction to change the number to 17.5. For 8:45 am, we would rewrite it as 8 and 45/60. This becomes 8.75 after the fraction is reduced.
Step Three: Subtract the Start Time from the End Time
The third step is to subtract the start time from the end time. If you work from 8:30 am to 5:00 pm (17:00), you would subtract 8.5 from 17.0, which equals 8.5 hours.
This isn’t necessarily the number of hours you worked in a day. This amount is just the number of hours you were at work because it might include any breaks you took; we’ll account for those next.
Step Four: Subtract Breaks from the Hours at Work
The next step is to subtract any unpaid breaks you took during the day. This is only necessary for unpaid breaks or to subtract breaks from billable project time.
For example, if you take one half-hour break for lunch and two 15-minute breaks, then you can subtract one hour from the time worked.
Step Five: Add the Time Worked Each Day to Find the Total Weekly Time Worked
The final step to calculating the number of hours worked in a week is to add together the number of hours worked each day during the week.
Of course, you could use our work hours calculator to do this, but the math is pretty simple too.
For example, let’s calculate the hours an employee worked throughout the week given the following time card entries:
- Monday: 8:00 am through 5:15 pm with a 1-hour break
- Tuesday: 8:00 am through 6:30 pm with a 1 and a half hour break
- Wednesday: 8:00 am through 5:00 pm with a 1-hour break
- Thursday: 7:45 am through 5:00 pm with a 1-hour break
- Friday: 8:00 am through 4:30 pm with a 1-hour break
Step 1: convert the start and end times to 24-hour time.
- Monday: 8:00 through 17:15
- Tuesday: 8:00 through 18:30
- Wednesday: 8:00 through 17:00
- Thursday: 7:45 through 17:00
- Friday: 8:00 through 16:30
Step 2: convert the times to a decimal.
- Monday: 8 and 17.25
- Tuesday: 8 and 18.5
- Wednesday: 8 and 17
- Thursday: 7.75 and 17
- Friday: 8 and 16.5
Step 3: subtract the times for each day.
- Monday: 17.25 – 8 = 9.25
- Tuesday: 18.5 – 8 = 10.5
- Wednesday: 17 – 8 = 9
- Thursday: 17 – 7.75 = 9.25
- Friday: 16.5 – 8 = 8.5
Step 4: subtract the breaks.
- Monday: 9.25 – 1 = 8.25
- Tuesday: 10.5 – 1.5 = 9
- Wednesday: 9 – 1 = 8
- Thursday: 9.25 – 1 = 8.25
- Friday: 8.5 – 1 = 7.5
Step 5: add these amounts together to arrive at 41 hours worked in the week.
8.25 + 9 + 8 + 8.25 + 7.5 = 41
Since 40 hours is the standard workweek, any time above that is considered overtime. Therefore, you worked 1 hour of overtime and should be compensated accordingly.
How to Use a Time Sheet
Using a time sheet or time card is a pretty straightforward process. A time sheet will often have the start and end times on it where you enter the time you started work and the time you stopped it.
Some time sheets have multiple entries to track portions of work throughout the day, for instance, to track billable time for clients or the time worked on specific projects during the day.
To use a time sheet, enter the start and end times in each field, and the software will track the time allocated for each entry.
What is the Difference Between a Time Card, Time Sheet, and Time Clock?
While these three terms may seem like they are the same, there is a difference between them. A time card is a ticket that employees have that tracks the amount of time worked.
They insert the time card into a time clock, and the time clock stamps the card with the current time to note whether the employee is beginning work or “clocking out.” This process has been used historically prior to the invention of the technology we have today.
Employees enter their time on a time sheet instead of using a time clock to stamp it. They can also enter the specific work they did during that time.
A time sheet can be paper where the employee writes in the time or an app or software where they note the time digitally.
The method for tracking employee time has advanced over the years. And although some employers may use time cards and a time clock, other employers use advanced technology like fingerprint and retinal scans for employees to clock in and clock out.