Free time card calculator and weekly timesheet

How to add up a week of hours in four steps

1. Set the week. Leave overtime on at 40 hours or change it. Pick a first day for the week if you want dates on the sheet.
2. Enter each day. Type the time in, the time out and any unpaid break in minutes. Add a job code, or a different hourly rate for the day, if you need one.
3. Read the totals. See each day's hours as hh:mm and as a decimal, the week's regular and overtime hours, and gross pay before deductions when you add an hourly rate.
4. Print or copy. Download a weekly timesheet with signature lines for one person, the whole crew or a blank page, or copy the totals into a spreadsheet.

How the hours are worked out

Each day's hours are the time out minus the time in, minus the unpaid break. A shift that ends after midnight is counted across midnight, so 10:00 PM to 6:00 AM is eight hours. If the break is longer than the shift, or the time in and the time out are the same, the tool tells you instead of guessing.

Hours are shown two ways. Hours and minutes (7:30) are easy to read. Decimal hours (7.50) are what payroll and spreadsheets multiply by a pay rate. The conversion is minutes divided by 60: 7 hours 20 minutes is 7.33, not 7.20. Decimals are rounded to two places for display, while the maths uses exact minutes.

Regular and overtime hours

Under the federal wage-and-hour rule, most hourly employees must be paid at least one and a half times their regular rate for hours over 40 in a workweek. A workweek is any fixed, repeating 168-hour period, such as Monday to Sunday. This tool counts overtime by the week with a threshold of 40 hours by default. You can change the threshold and the multiplier, or turn overtime off.

Your state or contract may differ. Some states count overtime by the day, some add a higher rate after a longer day, and some employees are exempt. Version 1 of this tool counts by the week only. This tool does not know which rules apply to you and does not claim to follow any of them. Treat its numbers as a worksheet, and check the rules with your state labor office or your accountant.

More than one pay rate in a week

Some weeks mix jobs at different rates, for example lead work at one rate and general labor at another. Enter a rate for the day where it differs from the hourly rate. The tool takes the days in the order shown, treats the hours past the threshold as the last ones worked, and pays those hours at the multiplier times the rate on the days where they fall. It does not blend rates. A payroll provider may blend rates, which can give a different overtime figure, so confirm with them.

Pay is shown as gross pay before deductions. It is hours times rate, with overtime at the multiplier, rounded once to the cent. It leaves out insurance, benefits and anything else that comes off a paycheck.

A worked example

Say someone works Monday to Friday from 8:00 AM to 5:30 PM with a one-hour unpaid lunch. Each day is 8 hours 30 minutes, which is 8.50 in decimal hours. Over five days that is 42 hours 30 minutes, or 42.50. With the default 40-hour threshold, 40 hours are regular and 2 hours 30 minutes are overtime.

At $20 an hour, the 40 regular hours come to $800.00. The 2.5 overtime hours are paid at 1.5 times $20, which is $30 an hour, so $75.00. Gross pay before deductions is $875.00. Change the multiplier, the threshold or the rate and the totals change with them. The hours for every day are shown, so you can check the working by hand.

Time card or timesheet?

People use the two words for the same job: a record of the hours someone worked. A time card is often the record for one person for one week or pay period, while a timesheet may list several people or projects. This tool makes both. Fill in one person's week, or turn on crew mode for several people.

Whatever you call it, writing the times down on the day, having the worker and a supervisor sign, and keeping the paper makes pay questions shorter to settle. If your crew reads Spanish as easily as English, print the side-by-side version so everyone signs the same sheet.

Rounding and why it is off by default

Some employers round each day's time to the nearest 5, 6, 10 or 15 minutes. Rounding rules vary, and rounding that always favors the employer can create problems. The tool leaves hours exact unless you choose a step, and when you do, it rounds each day's worked time to the nearest step, with half a step rounding up.

Crew mode and job codes

Turn on crew mode to add up to ten people. Each person has a name, an hourly rate and their own week. The crew table shows each person's total, regular and overtime hours and gross pay, plus a crew total. The job code on each day adds up hours by job across the whole crew, which helps when you bill or cost a job. Codes that differ only in upper or lower case are counted together.

Copy totals puts one line per person on the clipboard, separated by tabs, so it pastes into a spreadsheet as columns.

The printable weekly timesheet

The sheet has a row for each day with the time in and out, the break, the hours and the job code, then totals and two signature lines with dates, one for the employee and one for a supervisor. Print a filled sheet for one person or one page per person for the crew, or print a blank sheet and fill it in by hand.

Choose English, Spanish or both on the same sheet. Side by side puts both languages in every heading, so a crew that reads either language signs the same paper. Keep signed sheets with your payroll records for as long as your state or accountant advises.

What this tool does not do

• It does not work out deductions of any kind.
• It is not payroll software. It does not store employees, run payroll or file anything.
• It does not check meal-break, rest-break, minor-work or other state rules.
• It does not decide who is exempt from overtime.
• It does not send your entries anywhere. They stay in this browser.

Your entries and your privacy

Everything is calculated in your browser. Our code does not upload names, hours or pay rates. While you work, the week is kept in this tab so a refresh does not lose it, and it is gone when you close the tab. If you turn on Remember on this device, the entries are stored in this browser until you press Clear. Do not use Remember on a shared or public computer.

Frequently asked questions