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A work-hours total answers the practical payroll question: how many hours should be paid for a day, week, or pay period after unpaid breaks are removed. Start with each clock-in and clock-out span, subtract bona fide unpaid meal periods, and keep short paid breaks in the total when the employer provides them.
For U.S. payroll, the weekly total also determines federal overtime under the FLSA. Covered, nonexempt employees must receive overtime pay for hours worked over 40 in a fixed workweek, at not less than one and one-half times the regular rate. State law, contracts, or employer policy can add stricter rules.
The basic time formula is: clock-out time minus clock-in time minus unpaid break time equals paid hours for that shift. A 9:00 AM to 5:30 PM span is 8.5 gross hours. If the employee takes a 30-minute bona fide meal period and is completely relieved of duty, the paid total is 8 hours.
Daily totals become the weekly rollup. For example, a covered nonexempt billing assistant earns $26.40 per hour and records paid daily totals of 9, 8, 8, 10, 8, and 6 hours in one fixed workweek. The week totals 49 paid hours. Regular pay is 40 hours at $26.40, overtime pay is 9 hours at $39.60, and total gross pay is $1,412.40.
Timesheets often mix clock times, hour totals, and decimal hours. Treat 1 hour 30 minutes as 1.5 hours because minutes use base 60. Writing 1.30 as a payroll hour total understates the entry by 12 minutes, since 0.30 decimal hour equals 18 minutes.
Shifts that cross midnight need a date-aware span. A 10:00 PM to 6:00 AM shift is 8 hours, because the end time falls on the next date. Time-clock rounding is allowed under federal rules only to the nearest 5 minutes, tenth, or quarter-hour when it averages out over time and does not underpay actual hours worked.
A one-off calculation works for checking a single shift, reconciling a freelancer invoice, or estimating a weekly total before payroll closes. It is enough when the inputs are final, the break treatment is already known, and no manager needs to approve the entry.
A managed workflow becomes necessary when people submit time every week, managers need an approval trail, or payroll and billing depend on the same hours. Everhour Timesheets collect weekly project hours and working hours, support approval, rejection, partial approval, and locked approved time, which turns the calculation into a repeatable review process.
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 clock-in time from the clock-out time, then subtract only unpaid break time. Keep paid short breaks in the total. A 9:00 AM to 6:00 PM shift is 9 gross hours. With a 1-hour unpaid meal period, the paid total is 8 hours.
Short breaks provided by an employer, usually about 5 to 20 minutes, count as compensable hours worked under federal law. A bona fide meal period is generally unpaid only when it lasts at least 30 minutes and the employee is completely relieved from duty.
Federal FLSA overtime uses a fixed workweek of 168 hours, which is seven consecutive 24-hour periods. Covered, nonexempt employees must receive overtime for hours worked over 40 in each fixed workweek. Hours cannot be averaged across multiple workweeks to avoid overtime.
The FLSA does not require extra pay for Saturdays, Sundays, holidays, or regular rest days by itself. Premium pay is required under the federal baseline only when covered, nonexempt employees work more than 40 hours in the fixed workweek, unless a stricter state rule, contract, or employer policy applies.
The most common mistake is treating minutes as decimals. A 45-minute entry equals 0.75 hour, since 45 divided by 60 equals 0.75. Entering it as 0.45 pays only 27 minutes. Crossing-midnight shifts and unpaid meal periods also change totals when the timesheet handles them incorrectly.
Everhour Timesheets collect weekly project hours and working hours by person, then let users submit time for manager review. Managers can approve, reject, partially approve, and lock submitted entries before payroll, billing, or reporting uses those totals.
Everhour keeps submitted and approved time protected from regular member edits, while admins can reject entries or make corrections when needed. That approval history helps payroll reviewers separate final hours from entries that still need clarification.
Track weekly work hours, review submitted timesheets, and lock approved entries before payroll or billing. Everhour Timesheets give teams a cleaner handoff from time calculation to approved records.
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