Time Card Calculator
PrintThe Time Card Calculator is an essential payroll management tool designed to calculate weekly and bi-weekly employee hours, meal break deductions, and gross pay. Built in compliance with U.S. Fair Labor Standards Act (FLSA) overtime regulations, this tool converts daily clock-in and clock-out times into clean decimal hours for accurate payroll processing.
Whether managing hourly staff, processing bi-weekly paychecks, or submitting time cards for supervisor approval, this calculator eliminates manual payroll errors.
The Time Card & FLSA Overtime Formulas
Weekly and bi-weekly time card totals are evaluated using standard payroll equations:
1. Daily Net Shift Hours
Daily Net Hours = (Clock-Out Time - Clock-In Time) - Unpaid Break Duration
2. FLSA Overtime Rules
Under federal FLSA rules, overtime is calculated on a 7-day workweek basis (overtime cannot be averaged across two weeks in a bi-weekly pay period):
- Regular Hours: Up to 40 hours per single workweek (paid at 1.0x regular rate).
- Overtime Hours: All hours worked over 40 hours in a single workweek (paid at 1.5x regular rate).
- Double Time (State Rules, e.g., California): Hours worked over 12 in a single workday or over 8 hours on the 7th consecutive workday (paid at 2.0x regular rate).
3. Bi-Weekly Gross Pay Formula
Bi-Weekly Pay = (Week 1 Regular Hrs * Rate) + (Week 1 OT Hrs * Rate * 1.5) + (Week 2 Regular Hrs * Rate) + (Week 2 OT Hrs * Rate * 1.5)
Bi-Weekly Payroll Calculation Benchmark Table
The table below presents bi-weekly gross pay calculations across various hourly wage rates for a total bi-weekly work schedule of 90 Total Hours (80 Regular Hours + 10 Overtime Hours):
| Hourly Wage Rate | Regular Pay (80 hrs) | Overtime Rate (1.5x) | Overtime Pay (10 hrs) | Total Bi-Weekly Gross Pay ($) |
|---|---|---|---|---|
| $15.00 / hour | $1,200.00 | $22.50 / hr | $225.00 | $1,425.00 |
| $20.00 / hour | $1,600.00 | $30.00 / hr | $300.00 | $1,900.00 |
| $25.00 / hour | $2,000.00 | $37.50 / hr | $375.00 | $2,375.00 |
| $30.00 / hour | $2,400.00 | $45.00 / hr | $450.00 | $2,850.00 |
Step-by-Step Bi-Weekly Time Card Worked Example
An employee earning $22.00 per hour submits a bi-weekly time card with the following logged hours:
- Week 1: Worked 46.0 total hours (30-minute daily unpaid lunch breaks deducted).
- Week 2: Worked 38.0 total hours (30-minute daily unpaid lunch breaks deducted).
Step 1: Calculate Week 1 Regular & Overtime Hours
Week 1 Regular Hours = 40.0 Hours
Week 1 Overtime Hours = 46.0 - 40.0 = 6.0 Hours
Week 1 Pay = (40 * $22.00) + (6 * $22.00 * 1.5) = $880.00 + $198.00 = $1,078.00
Step 2: Calculate Week 2 Regular & Overtime Hours
Week 2 Regular Hours = 38.0 Hours (No Overtime)
Week 2 Pay = 38.0 * $22.00 = $836.00
Step 3: Sum Bi-Weekly Gross Pay
Total Bi-Weekly Pay = $1,078.00 (Week 1) + $836.00 (Week 2) = $1,914.00
Worked Example Summary: Although total bi-weekly hours (84.0 hrs) averaged 42 hrs/week, FLSA requires calculating overtime on a single-week basis, resulting in $1,914.00 total gross pay (including $198.00 overtime pay).
Frequently Asked Questions
Why can’t employers average hours over two weeks to avoid paying overtime?
Under FLSA federal law (29 U.S.C. 207), each 7-day workweek stands alone. An employee who works 50 hours in Week 1 and 30 hours in Week 2 must receive 10 hours of overtime pay for Week 1, even though their two-week total equals 80 hours.
What is a standard time card rounding policy?
The DOL allows employers to round employee clock-in and clock-out times to the nearest 5 minutes, 6 minutes (1/10th of an hour), or 15 minutes (7-minute rule), provided the rounding policy is applied neutrally and does not systematically underpay employees.
Are paid holidays or sick days counted toward FLSA overtime hours?
No. FLSA overtime is calculated based strictly on hours actually worked. Paid time off (PTO), holiday pay, and sick leave hours do not count toward the 40-hour threshold for overtime eligibility.
What is the difference between exempt and non-exempt employees?
Non-exempt employees are entitled to minimum wage and FLSA overtime pay (1.5x) for hours worked over 40 per week. Exempt employees (typically salaried executives, managers, or professionals meeting specific salary thresholds) are exempt from FLSA overtime rules.