Everhour supports overtime planning and team capacity, while your spreadsheet handles the federal baseline math.
Calculate regular and overtime earnings based on your hours and rate. Supports standard time-and-a-half and double-time multipliers.
Total hours including overtime
Typically 40h/week
The calculator gives you the number — Everhour takes it from there.
One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
Set a budget, assign rates, and get alerted before you're over.
Measurement
Track your budget through time or costs
Every report you need — configured your way, always up to date.
Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
An overtime spreadsheet answers one payroll question: how much gross overtime pay is due for a covered nonexempt employee in one fixed FLSA workweek. Under the federal baseline, overtime applies to hours worked over 40 in that workweek, paid at not less than 1.5 times the employee's regular rate. The spreadsheet should produce regular hours, overtime hours, overtime rate, regular pay, overtime pay, and total gross pay.
The workweek is not the same as a pay period unless the pay period is weekly. The FLSA workweek is a fixed 168-hour period made of seven consecutive 24-hour periods. Each workweek stands alone, so a spreadsheet for a biweekly payroll needs two weekly calculations, not one averaged 80-hour calculation. More protective state rules, policy, or contract terms can require a different result.
Use separate columns for employee name, workweek start date, total hours worked, regular-rate compensation, regular rate, regular hours, overtime hours, overtime multiplier, overtime pay, and total gross pay. Do not bury adjustments in one cell. The regular rate is total compensation for the workweek, excluding statutory exclusions, divided by total hours actually worked in that workweek.
A common spreadsheet mistake is treating base hourly wage as the regular rate when the week includes multiple rates or includable bonuses. Another mistake is entering holiday or vacation pay as hours worked. The FLSA does not require payment for time not worked, including holidays or vacation; those benefits are generally set by agreement, policy, state law, or a representative or union contract.
For a single-rate federal baseline example, assume a covered nonexempt employee works 42 hours in one fixed FLSA workweek at a $32 regular rate. Regular hours are capped at 40. Overtime hours are 42 minus 40, or 2. The overtime rate is $32 times 1.5, or $48. Regular pay is 40 times $32, or $1,280. Overtime pay is 2 times $48, or $96. Total gross pay is $1,376.
In spreadsheet terms, use formulas that make the threshold visible. If total hours are in C2 and the regular rate is in D2, regular hours can be `MIN(C2,40)`, overtime hours can be `MAX(C2-40,0)`, overtime rate can be `D2*1.5`, and total gross pay can be `(MIN(C2,40)*D2)+(MAX(C2-40,0)*D2*1.5)`. Add state-law columns only when a more protective rule applies.
A one-off spreadsheet is enough when you need to check one employee, one workweek, one rate, and no special policy. It can also audit a pay stub or test payroll setup before a run. Keep the scope narrow: federal baseline, covered nonexempt worker, fixed workweek, and hours actually worked. Do not use a quick spreadsheet to decide exempt status.
A managed workflow is needed when overtime affects schedules, approvals, budgets, or payroll handoff. Everhour Resource Planning shows visual timelines, member and project views, weekly capacity, availability gaps, scheduled time off, and planned-versus-actual time. That workflow helps managers see when planned assignments create overtime risk before the payroll spreadsheet becomes a correction tool.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
High Performer
G2
Summer 2026
Best Ease Of Use
Capterra
Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
Include formulas for regular hours, overtime hours, overtime rate, regular pay, overtime pay, and total gross pay. For the FLSA federal baseline, covered nonexempt employees receive overtime for hours worked over 40 in one fixed workweek at not less than 1.5 times the regular rate.
Each FLSA workweek stands alone for overtime calculations. Hours cannot be averaged across two or more workweeks to avoid overtime. A biweekly payroll spreadsheet should calculate week one and week two separately, then add the gross pay results for the pay-period total.
Do not add daily overtime to a federal baseline spreadsheet unless a state law, policy, contract, or other applicable rule requires it. The FLSA does not create daily overtime by itself. Its federal trigger is hours worked over 40 in a fixed workweek for covered nonexempt employees.
The most serious error is using the base hourly wage when the regular rate should include other workweek compensation. The regular rate is total compensation for the workweek, excluding statutory exclusions, divided by total hours actually worked. That number controls the overtime premium calculation.
Use the spreadsheet for covered nonexempt employees, not as a shortcut for exemption decisions. Standard executive, administrative, and professional exemptions require duties tests and salary-basis pay of at least $684 per week. Job titles alone do not determine exempt status.
Everhour Resource Planning shows workload on visual timelines with member and project views, weekly capacity, availability gaps, scheduled time off, and planned-versus-actual time. Managers can review capacity before assignments turn into overtime hours that payroll later has to calculate.
Use spreadsheets for single-week checks, then manage recurring overtime risk with Everhour Resource Planning, capacity views, availability gaps, and planned-versus-actual time.
14-day free trial · No credit card · Cancel anytime
