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Timesheet Calculator

U.S. only tools

A timesheet is three calculations in one: hours worked, the overtime split, and what those hours are worth. Get the split wrong and the pay error compounds into tax, benefits and record-keeping.

Timesheet Calculator - Danfio

https://danfio.com/tools/timesheet-calculator/ - printed from this page

Currency: USD ($) - display only, nothing was converted

The hours actually worked each day; a day left at 0 is skipped.

DayWhich day this row is; Mon-Fri or a date, printed as typed.
HoursHours worked that day; a day at 0 is skipped.
$

The base rate that applies to this week, before bonuses or shift differentials.

1.5 is the federal standard. Some states owe double time after 12 hours in a day.

Set to 0 to switch the weekly rule off entirely.

Leave at 0 unless your state owes overtime after a set number of hours in one day.

How close the punch times are rounded to; rounding may not favor the employer over time.

Nearest increment or always up; always up keeps pushing the wage bill higher.

A flat estimate only. Use the paycheck calculator for a full withholding estimate.

Hours that go on an invoice. Everything else is admin, travel or sales.

Weeks in the year with actual work, after holidays and gaps.

$

Optional. Checks a retainer against your hourly rate.

How many hours of work the retainer buys.

Results update as you type. Nothing leaves your device.

Currency symbol

Symbol only - nothing is converted and no exchange rate is used. Figures quoted in the explanation text stay as the sources publish them.

Gross pay for this week

$1,037.50

41 hours worked, 1 of them at 1.5x

Regular pay
$1,000.00 40 hours
Overtime pay
$37.50 1 hours
Average hourly rate
$25.30 Across every hour worked
Take-home after tax
$809.25 At a flat 22%

Day by day

DayHoursRegularOvertimePay
Mon871$212.50
Tue8.58.50$212.50
Wed990$225.00
Thu880$200.00
Fri7.57.50$187.50
Total41401$1,037.50

Hours are the hours you entered, adjusted by the rounding rule below. Overtime is split after the daily rule is applied, so a long day is never counted twice against the weekly threshold.

What the rules did to this timesheet

RuleSettingEffect
Weekly overtimeAfter 40 hours1 overtime hours
Daily overtimeNot appliedNo day exceeded it
Punch roundingNone0 minutes
Overtime multiplier1.5x$12.50 of premium
Average rate actually earned$25.3041 hours

The overtime premium is the extra pay the multiplier created, above what the same hours would have paid at the regular rate. Rounding up always adds to payroll cost, which is worth knowing before choosing it.

Billable time behind these hours

MeasureValue
Billable hours a week25
Total hours on this timesheet41
Utilization61%
Billable hours a year1,200
Revenue those hours produce$30,000.00
Effective rate across every hour$15.24

Add a monthly retainer above to check whether the hours it covers are being paid at your rate.

1 hours of overtime added $12.50 of premium pay this week. Overtime is owed per workweek, so hours cannot be averaged across two weeks to avoid it.

Printing keeps the text selectable and searchable, so use Print / save as PDF when the timesheet contains Chinese characters. The downloaded PDF is an image: its text cannot be selected or searched.

Enter the hours for each day of the week and this calculator applies the 40-hour weekly rule, an optional daily rule, punch rounding and your rate, then shows the billable-hours reality behind the number.

About this timesheet calculator

Track a week of hours and the pay is rarely one simple multiplication. Overtime splits at forty hours, a daily rule may bite first in some states, and rounding quietly reshapes the total, so this page applies each rule in turn and shows the gross and the effective rate behind it.

The forty-hour split follows the Fair Labor Standards Act, the daily rule is a setting rather than an assumption, and rounding must stay neutral over time. Day-by-day hours and a rate are all you enter, and the document is assembled in the browser, so no timesheet is ever uploaded.

The tax line is a flat illustration rather than your real withholding. Read the effective rate as a check on what the week actually paid, and verify the overtime and rounding rules against your own state before relying on the number. Business arithmetic — not accounting, tax or legal advice.

How this timesheet calculator works

The 40-hour week

Under the federal Fair Labor Standards Act, non-exempt employees are owed 1.5 times their regular rate for hours worked beyond 40 in a workweek. The workweek is a fixed, repeating 168-hour period, not a calendar week that changes with the schedule, so the 40-hour test always applies to the same seven-day block.

Overtime is calculated on the regular rate, which includes non-discretionary bonuses and shift differentials, not just the base hourly rate. A week with a production bonus therefore has a higher overtime rate than a week without one; the calculator prices the whole week at the single rate you enter before splitting out the overtime premium.

Daily overtime rules

Some states owe overtime after a set number of hours in a single day, with 8 hours the usual threshold and 12 hours bringing double time in a few places. Where both rules exist, the employee is normally paid the greater of the two, not both.

The calculator applies the daily rule first and then lets the weekly threshold operate on what is left, which avoids paying the same hour twice. Set the daily threshold to zero if your state has no daily rule, and the multiplier field lets you price that state’s double time instead of the standard 1.5.

Rounding and breaks

Employers may round punch times to the nearest increment, but a rounding practice that consistently favors the employer is not permitted, which is why nearest is the safer setting than always up. Rounding to 15 minutes is common; rounding to the nearest hour is not.

Unpaid breaks have to be genuinely free from work and usually at least 20 minutes. Short breaks of five to twenty minutes are generally paid, and a lunch break during which you keep answering messages is not a lunch break. Rounding reshapes the daily total before the split is computed, so a day recorded as 7:54 and rounded to eight hours changes the overtime threshold the same way a real extra six minutes would.

What the hours are worth

Gross pay divided by hours worked is the effective hourly rate you actually earned, and it is usually lower than the overtime rate you were paid for the last hour of the week. The billable check underneath shows the same figure for invoiced work: a 25-hour billing week inside 40 working hours earns the headline rate for 62.5% of the time.

If a client offers a monthly retainer, dividing it by the hours it covers gives an implied hourly rate. Comparing that with your rate is the fastest way to see whether the retainer is a discount in disguise - the same comparison the utilization figure exposes when a fixed monthly retainer turns out to cover far more hours than you actually bill.

Keeping a copy

The download button builds a real document with the day-by-day hours, the overtime split and the gross pay, created entirely in your browser with no server round trip. It is an image of the sheet, so a Chinese day label or note appears exactly as typed; use Print / save as PDF when you need the text to stay selectable and searchable. The CSV export carries the hours and pay for your own records or payroll in a form a spreadsheet can open.

Nothing is uploaded, so the timesheet never leaves your device, and because the PDF is generated locally it uses the same numbers as the screen - the document you keep is the calculation you just reviewed.

Worked examples

Each example below was run through the calculator on this page when the site was built, so the numbers match what you see when you enter the same inputs.

Five nine-hour days at $25 an hour

Hours worked each day: 5 items · Hourly rate: $25.00 · Weekly overtime after: 40

Gross pay for this week

$1,187.50

45 hours worked, 5 of them at 1.5x

Regular pay: $1,000.00 · Overtime pay: $187.50 · Average hourly rate: $26.39 · Take-home after tax: $1,187.50

45 hours in the week means 40 at the regular rate and 5 at $37.50, for a gross of $1,187.50 rather than the $1,125 the same hours would pay at the flat rate.

A daily overtime rule in a state that has one

Hours worked each day: 5 items · Hourly rate: $25.00 · Weekly overtime after: 40 · Daily overtime after: 8

Gross pay for this week

$1,025.00

40 hours worked, 2 of them at 1.5x

Regular pay: $950.00 · Overtime pay: $75.00 · Average hourly rate: $25.63 · Take-home after tax: $1,025.00

Exactly 40 hours, but two of them are overtime because of the ten-hour Monday: $950 regular plus $75 of premium.

Rounding punches to 15 minutes

Hours worked each day: 5 items · Hourly rate: $20.00 · Punch rounding: Nearest 15 minutes · Round to: Nearest increment

Gross pay for this week

$800.00

40 hours worked, 0 of them at 1.5x

Regular pay: $800.00 · Overtime pay: $0.00 · Average hourly rate: $20.00 · Take-home after tax: $800.00

Seven hours 54 minutes rounds to eight hours on each day, adding half an hour of paid time over the week.

Five nine-hour days in a double-time state

Hours worked each day: 5 items · Hourly rate: $25.00 · Overtime multiplier: 2 · Weekly overtime after: 0 · Daily overtime after: 8

Gross pay for this week

$1,250.00

45 hours worked, 5 of them at 2x

Regular pay: $1,000.00 · Overtime pay: $250.00 · Average hourly rate: $27.78 · Take-home after tax: $1,250.00

An hour past eight each day becomes overtime, and at double time those five hours are worth $50 each - $1,250 for the week with $125 of premium pay.

Frequently asked questions

When is overtime due?

After 40 hours worked in a single workweek, at 1.5 times the regular rate, for employees who are not exempt. The workweek is a fixed and repeating seven-day period that does not have to start on a Monday.

Can my employer average two weeks to avoid overtime?

No. Overtime is calculated one workweek at a time, so a 50-hour week followed by a 30-hour week still owes ten hours of overtime even though the average is 40.

Is overtime based on my hourly rate or my actual earnings?

The regular rate includes non-discretionary bonuses and shift differentials, so it can be higher than the base hourly rate. Discretionary bonuses and most expense reimbursements are excluded.

Does a daily overtime state still use the weekly rule?

Yes, and the employee is generally owed the greater of the two rather than both. The calculator applies the daily rule first and then the weekly threshold to the hours that remain, which is the same effect.

Can my employer round my hours?

Rounding is allowed if it is neutral over time, which is why rounding to the nearest six or fifteen minutes is common. A rule that always rounds in the employer favor can underpay and is not permitted.

Are breaks paid?

Short breaks of five to twenty minutes normally count as hours worked. Meal breaks of 30 minutes or more are unpaid only if you are genuinely relieved of all duties, which a working lunch is not.

Assumptions and sources

  • Overtime rules: Fair Labor Standards Act requirements as summarized by the US Department of Labor - 1.5 times the regular rate after 40 hours in a workweek for non-exempt employees, with the regular rate including non-discretionary bonuses and differentials.
  • Daily overtime and double time exist in a minority of states, each with its own threshold and exceptions, so the daily rule is a setting rather than an assumption.
  • Rounding guidance follows the Department of Labor position that rounding must not consistently favor the employer.
  • The tax rate is a flat estimate for take-home illustration. Actual withholding depends on the filing status, pay frequency and pre-tax deductions, which the paycheck calculator models in more detail.

Last reviewed 2026-09-14. Business arithmetic — not accounting, tax or legal advice. Read the full disclaimer.

Where a figure on this page comes from an official agency — HUD, IRS, FICO or a state body — the site keeps a dated snapshot of the source page in its sources library, and a scheduled job re-checks that snapshot, so the number can be traced back to the document it came from.

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