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A time card answers a narrow payroll question: how many hours actually count as worked for the period shown? Start with each clock-in and clock-out pair, then subtract only unpaid break time. Required duty time and extra work the employer suffers or permits count as hours worked, including unscheduled work before or after a shift.
For U.S. payroll, the weekly total matters because covered nonexempt employees must receive overtime pay for hours worked over 40 in a fixed FLSA workweek. That workweek is 168 fixed hours, or seven consecutive 24-hour periods. Hours from two different workweeks cannot be averaged to avoid overtime.
The basic formula is: clock-out time minus clock-in time, minus unpaid break time, equals paid hours for that shift. Add all paid shift totals in the workweek. Convert minutes to decimal hours by dividing minutes by 60, so 30 minutes equals 0.50 hours and 45 minutes equals 0.75 hours.
For example, an employee works Monday through Thursday from 8:00 AM to 5:00 PM with a 1-hour unpaid meal period each day, then Friday from 8:00 AM to 3:00 PM with no unpaid break. Each long day counts as 8 paid hours. Friday counts as 7 paid hours. The weekly total is 39 paid hours, and at $19 per hour, straight-time pay is $741.
Break handling changes the answer before overtime or payroll math begins. 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.
A bona fide meal period is generally unpaid only when the employee is completely relieved from duty. A 30-minute lunch where the employee answers phones, covers a desk, or keeps working stays in hours worked. State law or employer policy can add break requirements, so the time card calculation should separate unpaid-break arithmetic from legal break entitlement.
A one-off calculation is enough when you need to total one clean time card, confirm a single shift, or check a simple weekly total below 40 hours. It also works when every entry has clear AM/PM labels, no missing punches, and no dispute over whether a break was paid or unpaid.
A managed workflow matters when multiple employees submit time cards, managers correct entries, or payroll needs approved records. Everhour Team Management supports approval workflows, lock rules, admin time correction, personal tracking limits, weekly capacity, roles, project assignments, team groups, and team-wide time policy defaults, so reviewed time stays controlled after the first calculation.
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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U.S. time cards commonly use month/day/year dates and 12-hour AM/PM times. Read 8:00 AM to 5:00 PM as a 9-hour span before breaks. A missing AM or PM label can change the result by 12 hours, so fix the source entry before calculating pay.
A time card total uses actual hours worked, not scheduled hours. Hours worked include required duty time and additional work the employer allows or permits. If an employee starts early, stays late, or works through an unscheduled task with the employer's knowledge, that time belongs in the worked-hours total.
Yes. A bona fide meal period is generally unpaid only when the employee is completely relieved from duty. If the employee performs duties while eating, that period remains working time. Short breaks that an employer provides, usually about 5 to 20 minutes, are paid under federal law.
Yes. Add each clock-in to clock-out span for the day after subtracting any unpaid break attached to that span. Separate morning and evening shifts still roll into the same daily total, then the daily totals roll into the fixed workweek for overtime review.
Federal overtime uses weekly totals for covered nonexempt employees. Under the FLSA, overtime applies after 40 hours worked in a fixed 168-hour workweek at not less than one and one-half times the regular rate. Federal law does not require extra pay for weekends or holidays unless weekly overtime is worked.
Everhour Team Management lets admins set lock rules, correct time for team members, apply personal tracking limits, and route submitted time through approval before payroll or billing review. Those controls help keep corrected and approved time from changing after managers finish review.
Use a one-off total for quick checks. For repeat payroll review, Everhour Team Management adds approvals, lock rules, admin corrections, and policy defaults around time card records.
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