How to Calculate Time Clocks & Hours Worked
- 1). Calculate work hours by figuring the shift time worked. Time clocks normally use a 24-hour timekeeping system (also known as military time) to make this easier. Simply subtract the clock-in time on the time card from the clock-out time. For example, if an employee started at 9:30 and clocked out at 17:15, you have 17:15 - 9: 30 = 7:45 (seven hours and 45 minutes).
- 2). Split the time calculation into two steps when an employee works past midnight. Subtract the clock-in time from 24:00. Then add the clock-out time. For example, you might have (24:00 - 18:00) + 2:15 = 8:15 for an employee who worked from 6 p.m. until 2:15 a.m.
- 3). Categorize the hours worked when you total them for the week. This step is necessary when employees are paid at different rates for certain work assignments. For example, a restaurant worker might receive one rate as a server and another when working as a cook.
- 4). Add hours worked up to 40. If there are overtime hours, total these and list them separately. Overtime hours must be paid at a rate of 1.5 times the employees regular hourly wage, so clearly listing overtime hours helps facilitate payroll processing and reduce errors.
- 5). Follow your employer's policy if it is necessary to make a change on a time card. This happens on occasion (an employee might forget to clock in, for instance). Always make sure the employee and the supervisor making the change initial the time card.
