How to Calculate Hours Worked on a Timesheet
To calculate hours worked on a timesheet, find the elapsed time between the start and finish, subtract unpaid breaks, and record the resulting net duration consistently.
Practical timekeeping guide · ShiftHours
Calculate elapsed time
For a daytime shift, subtract the start time from the finish time. A shift from 8:45 AM to 4:45 PM spans eight hours before any unpaid breaks.
Subtract unpaid break time
If the shift includes a 45-minute unpaid break, net work time is 7 hours and 15 minutes. Paid breaks should be treated according to the policy and rules that apply to your role.
Handle shifts that cross midnight
For a shift from 10:00 PM to 6:00 AM, the finish occurs the next day and the elapsed time is eight hours. Make sure the calculator or spreadsheet treats the end time as the next day rather than producing a negative duration.
Record decimal hours if required
Some timesheets request decimal hours. Convert the minutes by dividing them by 60: 15 minutes is 0.25 hours, 30 minutes is 0.50 hours, and 45 minutes is 0.75 hours.
Review before submitting
Check start and finish times, confirm whether breaks are paid or unpaid, and follow your employer’s rounding instructions. Keep your own notes if you need to reconcile a timesheet later.
Use the free ShiftHours work hours calculator to subtract unpaid breaks and see your total in hours and decimal format.
Worked example: one timesheet entry
Clock in at 8:45 AM and clock out at 4:45 PM: elapsed time is 8 hours. Subtract a 45-minute unpaid break and the net is 7 hours and 15 minutes, or 7.25 decimal hours. Keep the start, finish, and break records so the result can be checked later.
Related resources
Use the ShiftHours calculator Calculate overnight shifts Decimal-hours conversion