How To Calculate Work Hours
Most pay disputes are not caused by bad intent, they are caused by bad time math. If your week includes lunches, split shifts, overtime, or overnight handoffs, this reference shows the exact process to get accurate totals before payroll closes.
Need the calculator while reading? Open the main hours worked calculator in another tab and follow each step in real time. For topic-specific questions, use the FAQ help center.
Step 1: Calculate Daily Hours
For each day, start with raw shift length:
Daily Shift Length = End Time - Start Time
Example: 8:00 AM to 4:30 PM = 8h 30m raw shift time before break deductions.
Step 2: Subtract Unpaid Breaks
Subtract only unpaid break minutes from each day. Paid rest breaks are usually still worked time.
Paid Daily Hours = Raw Shift Length - Unpaid Break Minutes
Example: 8h 30m shift minus 30-minute unpaid lunch = 8h 00m paid.
If your schedule has variable meal breaks, validate entries on the break-focused calculator page.
Step 3: Total Weekly Hours
Add paid daily hours across Monday through Sunday:
Weekly Hours = Sum of All Paid Daily Hours
This weekly total is the base number for payroll, overtime review, and gross pay estimation. Move to the payroll hours calculator when you are ready for payroll-oriented review.
For manager approvals and reconciliation, use the weekly timesheet calculator.
Step 4: Review Overtime (Common 40-Hour Framework)
In many payroll contexts, weekly paid time above 40 hours is treated as overtime. A common planning assumption is time-and-a-half (1.5x) for overtime pay.
Overtime Hours = Weekly Hours - 40 (if Weekly Hours > 40)
Use the overtime calculator for regular-versus-overtime splits and overtime pay checks.
Step 5: Handle Overnight Shifts Correctly
If end time is earlier than start time, treat end time as next-day time. This avoids negative durations for shifts that cross midnight.
Example: 10:00 PM to 6:00 AM = 8h raw. Minus 30-minute break = 7h 30m paid.
Use the overnight shift calculator when your schedule crosses midnight regularly.
Step 6: Convert hh:mm To Decimal Hours
Payroll and invoicing systems often require decimal hours:
Decimal Hours = Hours + (Minutes / 60)
Examples: 7h 30m = 7.50, 8h 45m = 8.75.
Use the hours-to-decimal conversion page for fast conversion checks.
Worked Scenarios By Job Type
Office Employee: 9:00 AM to 5:30 PM with 30-minute unpaid lunch = 8h 00m paid (40h over five days).
Retail Worker: 12:00 PM to 9:00 PM with 45-minute unpaid break = 8h 15m paid for that shift.
Nurse / Overnight Worker: 7:00 PM to 7:30 AM with 60-minute unpaid meal break = 11h 30m paid.
Warehouse Worker: 6:00 AM to 3:00 PM with 30-minute unpaid lunch = 8h 30m paid; five shifts = 42h 30m (overtime in many weekly setups).
Restaurant Shift: 3:00 PM to 11:30 PM with 30-minute unpaid break = 8h 00m paid.
Freelancer: Mon 3h 20m, Tue 4h 40m, Thu 2h 30m, Fri 5h 00m = 15h 30m total = 15.50 for invoice math.
Manager Reviewing Payroll: Team member week = 39h 50m after break corrections; stays regular and avoids accidental overtime coding.
Part-Time Employee: Wed 5h, Fri 6h 30m, Sat 4h 30m = 16h 00m weekly paid time.
FAQ
What is the simplest formula for daily worked hours?
Daily worked hours are end time minus start time, then minus unpaid break minutes.
Should paid rest breaks be subtracted from worked hours?
Typically no. Only unpaid break time should be removed from paid worked-hour totals.
How do I total a full week quickly?
Calculate each day first, then add all paid daily totals from Monday through Sunday.
How is overtime commonly handled after 40 hours?
A common weekly framework treats hours above 40 as overtime, with pay often estimated at 1.5x.
How do overnight shifts avoid negative time values?
If end time is earlier than start time, treat end time as next-day time before subtracting breaks.
What is 8 hours 30 minutes in decimal?
8.50, calculated as 8 + (30/60).
Can this process be used for biweekly payroll?
Yes. Calculate each week independently, then combine both validated weekly totals.
Should I convert each day to decimal or only the final weekly total?
Either can work, but many teams keep hh:mm daily and convert final weekly totals for payroll export.
What page should payroll admins use after this reference?
Use the payroll hours calculator for operational review and the overtime page for overtime-specific checks.
Where can I find shorter answers by topic?
Visit the FAQ page for quick topic routing, then jump into the exact calculator or guide you need.