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This calculation tells you how much time passed between a start time and an end time. A timesheet total usually needs that span converted into decimal hours, because payroll, billing, and reports use base-10 numbers. A shift from 9:00 AM to 5:00 PM equals 8 hours, while a 45-minute unpaid break reduces paid time to 7.25 hours.
The result matters when you approve a timecard, invoice a client, check weekly totals, or reconcile a manual entry against a clock record. In U.S. timesheets, use the standard month/day/year and 12-hour AM/PM format carefully, since mixing AM and PM creates large errors. A 7:00 AM start and 7:00 PM end is 12 hours, not zero.
For same-day work, subtract the start time from the end time. For overnight work, add the time from the start to midnight, then add the time from midnight to the end. After that, subtract only unpaid breaks. A bona fide meal period is generally unpaid only when the employee is completely relieved from duty.
For example, an employee works from 9:00 PM to 6:00 AM. The span is 3 hours before midnight plus 6 hours after midnight, or 9 gross hours. The employee takes one duty-free 60-minute meal period, so paid time is 8 hours. At $24 per hour, straight-time pay for that shift is $192.
A time span gives you hours, not a full payroll ruling. Covered, nonexempt employees in the United States must receive overtime pay for hours worked over 40 in a fixed workweek, and FLSA overtime is paid at not less than 1.5 times the regular rate. The FLSA workweek is 168 fixed hours and hours cannot be averaged across multiple workweeks for overtime.
Breaks also change the total. Federal law does not require lunch or coffee breaks for adult employees. When an employer provides short breaks, usually about 5 to 20 minutes, federal law treats them as compensable hours worked that count toward weekly overtime. State law or employer policy can add stricter break, overtime, or premium-pay rules.
A one-off calculation is enough when you need to check one shift, fix one typo, or confirm a single invoice line. It works best when the start time, end time, break length, and pay rule are all clear. Manual math loses value when entries repeat across employees, projects, approval periods, or payroll exports.
A managed workflow fits better when you need clock-in and clock-out capture, break records, weekly review, and a reliable handoff after approval. Everhour can support that path by turning logged time into customizable reports with columns, grouping, filters, exports, and scheduled delivery, so calculated hours do not stay trapped in one manual note.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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Subtract the start time from the end time for a same-day shift. For an overnight shift, calculate the hours from the start time to midnight, then add the hours from midnight to the end time. Convert minutes by dividing them by 60, so 45 minutes becomes 0.75 decimal hours.
An overnight shift can be split by calendar day for reporting, but the total span still comes from the full start-to-end period. Payroll overtime under the federal baseline uses the fixed 168-hour FLSA workweek for covered, nonexempt employees, so the workweek boundary matters more than the midnight boundary.
Short breaks usually about 5 to 20 minutes stay in the paid total when an employer provides them, because federal law treats them as compensable hours worked. A meal period generally comes out only when it is at least 30 minutes and the employee is completely relieved from duty.
Rounded clock times can change the answer if the rounding favors the employer too often. Federal time-clock rounding to the nearest 5 minutes, tenth, or quarter-hour is accepted only if it averages out over time and does not underpay employees for actual hours worked.
Weekend hours do not automatically pay extra under the FLSA. The federal baseline does not require extra pay for Saturdays, Sundays, holidays, or regular rest days unless weekly overtime is worked. A contract, employer policy, state rule, or local rule can require a different result.
Everhour Reporting turns logged time into customizable reports with 45+ columns, grouping, filters, date ranges, and export options. Managers can review team hours, overtime visibility, billable time, and project context in one report instead of recalculating clock spans across separate spreadsheets.
Everhour supports team timesheet exports and report downloads in CSV, Excel/XLSX, or PDF formats. After managers approve time, those exports give payroll, billing, or archive workflows a clean source file instead of a manually copied set of daily totals.
Use calculated hours as a quick check, then let Everhour Reporting organize approved time by person, project, date range, and export format for billing or payroll review.
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