Timesheet Calculator

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Timesheet Calculator

Track hours, calculate pay, and manage employee time with precision.

hours/week
$
× regular rate
DayStart TimeEnd TimeBreak (min)Hours
Monday
0:00
Tuesday
0:00
Wednesday
0:00
Thursday
0:00
Friday
0:00
Saturday
0:00
Sunday
0:00

Summary

Total Hours
0:00
HH:MM
Regular Hours
0:00
HH:MM
Overtime Hours
0:00
HH:MM
Decimal Hours
0.00
hours
Regular Pay
$0.00
Overtime Pay
$0.00
Total Pay
$0.00

Input Tips & Instructions

Time Entry Formats

  • Hours only: Enter single or double-digit numbers (e.g., 9 for 9:00)
  • With colon: Enter hours and minutes separated by colon (e.g., 9:30)
  • Without colon: Enter hours and minutes together (e.g., 930 for 9:30)
  • Decimal: Enter hours and decimal portion (e.g., 9.5 for 9:30)

Keyboard Navigation

  • Press Tab to move between fields
  • Press Enter to calculate
  • Press Shift+Tab to move to the previous field

Special Time Formats

  • Military time: In 24-hour mode, enter values like 1530 for 3:30 PM
  • Midnight: Enter 12:00 AM or 00:00 in 24-hour mode
  • Noon: Enter 12:00 PM or 12:00 in 24-hour mode

Break Time

  • Enter break time in minutes
  • Break time is deducted from the daily total
  • For multiple breaks, enter the combined total minutes

Common Input Examples

What you typeInterpreted as
99:00
9309:30
123012:30
9.59:30
9:459:45
9009:00
`; // Write to the print window printWindow.document.open(); printWindow.document.write(printContent); printWindow.document.close(); // Print after content loads printWindow.onload = function() { // Automatically print on modern browsers if (navigator.userAgent.indexOf('Chrome') !== -1) { setTimeout(function() { printWindow.print(); }, 500); } }; } /** * Export timesheet data as CSV */ function exportToCsv() { // Calculate latest values const calculatedValues = calculateTotals(); // Build CSV content let csvContent = 'Day,Start Time,End Time,Break (min),Hours\n'; // Add each day's data ui.timesheet.rows.forEach((row) => { const dayName = row.querySelector('.day-name').textContent; const startTime = row.querySelector('.start-time').value || ''; const startAmPm = config.timeFormat === '12h' ? ` ${row.querySelector('.start-ampm').value}` : ''; const endTime = row.querySelector('.end-time').value || ''; const endAmPm = config.timeFormat === '12h' ? ` ${row.querySelector('.end-ampm').value}` : ''; const breakMinutes = row.querySelector('.break-minutes').value; const dayTotal = row.querySelector('.day-total').textContent; // Only add rows with data if (startTime || endTime) { csvContent += `${dayName},"${startTime}${startAmPm}","${endTime}${endAmPm}",${breakMinutes},${dayTotal}\n`; } }); // Add summary data csvContent += '\nSummary\n'; csvContent += `Total Hours,${ui.results.totalHours.textContent}\n`; csvContent += `Regular Hours,${ui.results.regularHours.textContent}\n`; csvContent += `Overtime Hours,${ui.results.overtimeHours.textContent}\n`; csvContent += `Regular Pay,${ui.results.regularPay.textContent}\n`; csvContent += `Overtime Pay,${ui.results.overtimePay.textContent}\n`; csvContent += `Total Pay,${ui.results.totalPay.textContent}\n`; // Create blob and download link const blob = new Blob([csvContent], { type: 'text/csv;charset=utf-8;' }); const url = URL.createObjectURL(blob); const link = document.createElement('a'); // Set download attributes const date = new Date().toISOString().slice(0, 10); link.setAttribute('href', url); link.setAttribute('download', `timesheet-${date}.csv`); link.style.display = 'none'; // Add to document, trigger download, and clean up document.body.appendChild(link); link.click(); setTimeout(function() { document.body.removeChild(link); window.URL.revokeObjectURL(url); }, 100); }// ========================================== // Event Listeners // ========================================== // Format toggle buttons ui.formatToggle['12h'].addEventListener('click', () => toggleTimeFormat('12h')); ui.formatToggle['24h'].addEventListener('click', () => toggleTimeFormat('24h')); // Time input field handling ui.timesheet.startTimes.forEach(input => { input.addEventListener('blur', () => handleTimeInput(input, true)); input.addEventListener('keydown', (e) => { if (e.key === 'Enter') { handleTimeInput(input, true); e.preventDefault(); } }); }); ui.timesheet.endTimes.forEach(input => { input.addEventListener('blur', () => handleTimeInput(input, false)); input.addEventListener('keydown', (e) => { if (e.key === 'Enter') { handleTimeInput(input, false); e.preventDefault(); } }); }); // Break minutes input handling ui.timesheet.breakMinutes.forEach(input => { input.addEventListener('change', () => { if (config.autoCalculate) { calculateTotals(); } }); }); // AM/PM select change handling ui.timesheet.startAmPm.forEach(select => { select.addEventListener('change', () => { if (config.autoCalculate) { calculateTotals(); } }); }); ui.timesheet.endAmPm.forEach(select => { select.addEventListener('change', () => { if (config.autoCalculate) { calculateTotals(); } }); }); // Setting changes ui.settings.overtimeThreshold.addEventListener('change', () => { if (config.autoCalculate) { calculateTotals(); } }); ui.settings.hourlyRate.addEventListener('change', () => { if (config.autoCalculate) { calculateTotals(); } }); ui.settings.overtimeMultiplier.addEventListener('change', () => { if (config.autoCalculate) { calculateTotals(); } }); // Toggle options ui.settings.autoCalculate.addEventListener('change', function() { config.autoCalculate = this.checked; if (this.checked) { calculateTotals(); } }); ui.settings.decimalTime.addEventListener('change', function() { toggleDecimalTimeDisplay(this.checked); }); ui.settings.roundTime.addEventListener('change', function() { toggleTimeRounding(this.checked); if (config.autoCalculate) { calculateTotals(); } }); // Button actions ui.actions.calculate.addEventListener('click', calculateTotals); ui.actions.reset.addEventListener('click', resetCalculator); ui.actions.print.addEventListener('click', printTimesheet); ui.actions.exportCsv.addEventListener('click', exportToCsv); // Keyboard accessibility for format toggle ui.formatToggle['12h'].addEventListener('keydown', (e) => { if (e.key === 'Enter' || e.key === ' ') { toggleTimeFormat('12h'); e.preventDefault(); } }); ui.formatToggle['24h'].addEventListener('keydown', (e) => { if (e.key === 'Enter' || e.key === ' ') { toggleTimeFormat('24h'); e.preventDefault(); } }); // Initialize the calculator resetCalculator(); }); //-->

Timesheet Calculation Methods

Accurately tracking employee hours requires understanding different calculation approaches. The method you select affects both compliance and payroll accuracy.

Standard Hours Calculation

Most employers calculate work hours by tracking clock-in and clock-out times, then subtracting breaks. For example, an employee working 9:00 AM to 5:30 PM with a 30-minute lunch has worked 8 hours.

End time: 5:30 PM
Start time: 9:00 AM
Total: 8:30
Break deduction: 0:30
Hours worked: 8:00

Time Rounding Practices

The Fair Labor Standards Act (FLSA) permits employers to round employee time in fixed increments, provided the rounding policy doesn’t consistently favor the employer.

Rounding IncrementRounding RuleExample
5 minutesRound to nearest 5 minutes8:07 → 8:05, 8:08 → 8:10
15 minutesRound to nearest quarter hour8:05 → 8:00, 8:10 → 8:15
6 minutesRound to nearest 1/10 hour8:03 → 8:00, 8:04 → 8:06

Overtime Calculation Rules

Overtime regulations vary by jurisdiction and industry. Understanding overtime rules ensures compliance and accurate payroll processing.

Federal FLSA Standards

Under the Fair Labor Standards Act, non-exempt employees must receive overtime pay for hours worked over 40 in a workweek, at a rate of at least 1.5 times the regular pay rate.

  • Workweek is a fixed, regularly recurring period of 168 hours (7 consecutive 24-hour periods)
  • Overtime calculation is based on actual hours worked, not scheduled hours
  • Paid leave (vacation, sick days, holidays) typically doesn’t count toward overtime threshold
  • Employers may define when their workweek begins, but must maintain consistency

State-Specific Overtime

Some states have overtime laws that differ from federal standards. When state and federal laws differ, the standard more beneficial to employees applies.

California

  • Daily overtime: over 8 hours in a workday
  • Weekly overtime: over 40 hours in a workweek
  • Double time: over 12 hours in a workday
  • 7th day premium: first 8 hours on 7th consecutive workday

Colorado

  • Daily overtime: over 12 hours in a workday
  • Weekly overtime: over 40 hours in a workweek
  • Overtime for consecutive days (specific industries)

Timesheet Best Practices

Effective timesheet management benefits both employers and employees by ensuring accurate pay, reducing disputes, and simplifying record keeping.

Consistent Tracking Procedures

Establish clear procedures for time tracking, including when and how employees should record time. Consistent procedures reduce errors and simplify training.

Secure Record Keeping

The FLSA requires employers to keep time records for at least two years. Maintain electronic or physical copies of all timesheets in a secure, organized system.

Regular Verification

Implement a verification process where employees and managers review and approve time records weekly or bi-weekly. This reduces discrepancies and resolves issues promptly.

Clear Documentation

Document time tracking policies and overtime rules in employee handbooks. Include examples of how to correctly complete timesheets and calculate hours.

Common Timesheet Errors

Timesheet errors can lead to payroll mistakes, compliance issues, and employee dissatisfaction. Identifying and preventing these common errors helps ensure accuracy.

Break Time Miscalculation

Error: Not deducting unpaid break time from total hours.

Impact: Overpayment and potential compliance issues.

Solution: Always record break times separately and subtract them from the total work hours. This calculator allows specific entry of break minutes for each day.

Overtime Threshold Confusion

Error: Using incorrect overtime thresholds for your jurisdiction.

Impact: Underpayment of overtime and potential legal liability.

Solution: Verify federal and state overtime requirements. Adjust the overtime threshold in the calculator settings to match your jurisdiction’s requirements.

Time Format Inconsistency

Error: Mixing 12-hour and 24-hour formats or inconsistently recording AM/PM.

Impact: Incorrect hour calculations, especially for shifts crossing noon or midnight.

Solution: Select your preferred time format (12-hour or 24-hour) in the calculator and use it consistently for all entries.

Rounding Errors

Error: Inconsistent or incorrect rounding of time entries.

Impact: Accumulated discrepancies in hours and pay.

Solution: Use the time rounding option in the calculator to apply consistent rounding rules that comply with labor regulations.

Timesheet Data for Payroll and Analysis

Beyond calculating hours for payroll, timesheet data provides valuable insights for workforce management and business planning.

Data PointBusiness ApplicationHow to Calculate
Labor Cost PercentageMeasures labor costs as a percentage of revenueTotal weekly pay ÷ Weekly revenue × 100
Overtime PercentageIdentifies departments or periods with excessive overtimeOvertime hours ÷ Total hours × 100
Productive Hours RatioMeasures time spent on billable or productive tasksProductive hours ÷ Total hours × 100
Absenteeism RateTracks unplanned absences that affect schedulingHours absent ÷ Scheduled hours × 100
Labor Cost per UnitEvaluates production efficiencyTotal labor cost ÷ Units produced

Timesheet Record Keeping Requirements

Federal FLSA Requirements

The Fair Labor Standards Act requires employers to maintain the following payroll records for at least 3 years:

  • Employee’s full name and social security number
  • Address, including zip code
  • Birth date, if younger than 19
  • Sex and occupation
  • Time and day of week when employee’s workweek begins
  • Hours worked each day and total hours worked each workweek
  • Basis on which employee’s wages are paid
  • Regular hourly pay rate
  • Total daily or weekly straight-time earnings
  • Total overtime earnings for the workweek
  • All additions to or deductions from the employee’s wages
  • Total wages paid each pay period
  • Date of payment and the pay period covered by the payment

Note: Using this calculator creates documentation that helps fulfill FLSA requirements for tracking hours worked, but should be part of a comprehensive record-keeping system.