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This calculation tells you how many paid working hours belong on a timesheet for a day, week, or pay period. Start with each clock-in and clock-out span, subtract only unpaid meal periods, then add every paid segment together. The result supports payroll checks, client billing, schedule review, and overtime screening before the numbers move into a payroll or accounting system.
Hours worked include required duty time and additional work the employer suffers or permits, including unscheduled work before or after a shift. For U.S. payroll, covered nonexempt employees receive overtime pay for hours worked over 40 in a fixed FLSA workweek. That federal baseline uses a 168-hour workweek, and hours cannot be averaged across multiple workweeks to avoid overtime.
Use one formula for each work segment: end time minus start time, minus unpaid break time, equals paid hours. Convert minutes by dividing by 60, so 45 minutes equals 0.75 hours and 30 minutes equals 0.5 hours. Add all paid segments for the day, then roll daily totals into the fixed workweek used by the employer.
For example, a covered nonexempt employee earns $35 per hour and records 47 paid hours in one fixed workweek. The federal baseline treats 40 hours as straight time and 7 hours as overtime. The overtime rate is $35 times 1.5, or $52.50. Straight-time pay is $1,400, overtime pay is $367.50, and total gross pay for the week is $1,767.50.
A hours-worked total changes when you include the wrong minutes. Short breaks provided by an employer, usually about 5 to 20 minutes, are compensable hours worked under federal law and count toward weekly overtime. A bona fide meal period is generally unpaid only when the employee is completely relieved from duty. Work performed while eating stays in the paid total.
Federal law does not require lunch or coffee breaks for adult employees. Break requirements, when they exist, come from state law or employer policy. The FLSA also does not require extra pay for Saturdays, Sundays, holidays, or regular rest days unless weekly overtime is worked. State law, a contract, or an employer policy can add stricter break, overtime, or premium-pay rules.
Time-clock rounding can simplify totals, but federal rules allow rounding only to the nearest 5 minutes, tenth, or quarter-hour when it averages out over time and does not underpay employees for actual hours worked. A neutral quarter-hour rule can round 8:07 to 8:00 and 8:08 to 8:15. The pattern must stay neutral across pay periods.
Manual timesheets often create errors when minutes are treated as base-10 decimals. One hour and 30 minutes equals 1.5 hours, not 1.30 hours. A shift from 8:15 AM to 5:45 PM spans 9.5 hours before unpaid breaks. After a 30-minute unpaid meal period, the paid total is 9 hours. The AM/PM label matters because U.S. timesheets commonly use 12-hour time.
A one-off calculation is enough when you need to check a single shift, confirm a weekly total, or convert minutes before sending a small invoice. Keep the source entries visible: clock-in time, clock-out time, unpaid meal length, paid break treatment, and the workweek dates. That record lets another reviewer trace the answer without guessing.
A managed workflow becomes necessary when several people submit time, managers approve corrections, payroll needs locked periods, or billing depends on project and client detail. Everhour Reporting can group tracked time by member, project, client, date range, and metadata, then export reports in CSV, Excel/XLSX, or PDF so approved hours move from review to payroll or billing with less manual rework.
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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Hours worked include required duty time and additional work the employer suffers or permits. That includes unscheduled work before or after a shift when the employer allows it. Paid short breaks also count under federal law when provided by the employer. Bona fide meal periods can be unpaid only when the employee is completely relieved from duty.
The clock span from 8:30 AM to 5:00 PM is 8.5 hours before unpaid breaks. A 30-minute unpaid meal period reduces the paid total to 8 hours. A paid short break stays in the total. The correct answer depends on the actual break type and whether the employee performed duties during the break.
Covered nonexempt employees must receive overtime after 40 hours in each fixed FLSA workweek. An employer cannot average 47 hours in one workweek with 33 hours in the next workweek to erase overtime. The workweek is a fixed, regularly recurring period of 168 hours, and overtime is tested inside that period.
A rounding practice that always favors the employer creates underpayment risk. Federal time-clock rounding is accepted only when it rounds to the nearest 5 minutes, tenth, or quarter-hour and averages out over time. The rounded total must not cause employees to lose pay for actual hours worked across the period reviewed.
Full-time status uses different numbers for different purposes. For Affordable Care Act employer shared responsibility purposes, full-time means an average of at least 30 hours of service per week or 130 hours per month. BLS statistics classify full-time workers as those usually working 35 or more hours per week, but that is a statistical convention.
Everhour Reporting turns tracked time into customizable reports with 45+ columns, filters, grouping, date ranges, and exports. Managers can review hours by member, project, client, task, billable time, or custom metadata before sending approved totals to payroll, billing, or archive workflows.
Use Everhour Reporting to review, group, and export approved hours by person, project, client, or date range, then hand clean totals to payroll or billing with fewer spreadsheet edits.
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