Work Hours Calculator — Time Between Clock-in & Out

Hours Calculator

This calculates worked hours from a clock-in time, a clock-out time and an unpaid break, and returns the result in both h:mm form and decimal hours. The decimal figure is the one that matters for pay, because payroll multiplies hours by a rate and 7:30 has to become 7.5 before that works. It also handles shifts that cross midnight: an end time earlier than the start is treated as the following day, so 22:00 to 06:00 correctly returns eight hours rather than a negative number. That single behaviour is the difference between a tool that works for night shifts and one that does not. Break time is subtracted from the total, which assumes it is unpaid — the usual arrangement, but worth checking against your own terms.

How this is calculated

Both clock times convert to minutes past midnight. If the end value is less than the start, 24 hours are added to it, which is what makes an overnight shift come out positive. The break in minutes is then subtracted, and the remainder converts to hours and minutes.

Worked example on a 09:00 to 17:30 shift with a 30-minute break: start is 540 minutes, end is 1,050, giving 510 minutes gross. Less the 30-minute break, that is 480 minutes — 8:00, or 8.0 decimal hours.

Overnight example: 22:00 to 06:00 with no break. Start is 1,320 and end is 360; since 360 is less than 1,320, the end becomes 1,800. The difference is 480 minutes, again eight hours.

Decimal hours, and why 7:30 is not 7.30

Clock time is base 60 and decimal hours are base 10, so the two forms only coincide at the hour. 7:30 is 7.5 decimal hours, not 7.30 — a difference of 12 minutes, and one of the most common payroll errors there is.

The conversion is minutes divided by 60. Fifteen minutes is 0.25, twenty is 0.333, forty-five is 0.75. Entering clock time directly into a spreadsheet that expects decimals underpays or overpays on every entry that is not on the hour.

Breaks, rounding and what your employer actually counts

This calculator treats the break as unpaid and subtracts it, which is the common arrangement but not universal — some employers pay short breaks and only deduct a meal period. Check your terms before reconciling against a payslip.

Rounding conventions vary too. Some employers round each shift to the nearest quarter hour, some to the nearest five minutes, and some track to the minute. Rounding rules that consistently favour one party are restricted in many jurisdictions, so a persistent gap between your own total and the paid figure is worth raising rather than absorbing.

How to use the hours calculator

Enter clock-in and clock-out. Use 24-hour time. If the end is earlier than the start, the shift is treated as crossing midnight.
Enter your unpaid break in minutes. Only the unpaid portion. If your employer pays short breaks, exclude those.
Use the decimal hours figure for pay. Multiply decimal hours by your rate. Never multiply the h:mm figure — 7:30 is 7.5 hours, not 7.3.

Frequently asked questions

What if the shift crosses midnight?

End earlier than start is treated as next-day: 22:00 to 06:00 counts 8 hours.

How do I convert 7 hours 30 minutes to decimal?

7.5, not 7.30. Divide the minutes by 60: 30 ÷ 60 = 0.5. Fifteen minutes is 0.25, twenty is 0.333, forty-five is 0.75. Entering clock time into a spreadsheet expecting decimals is a common and costly payroll error.

Is my break deducted from paid hours?

This calculator subtracts it, which assumes it is unpaid — the usual arrangement. Some employers pay short breaks and deduct only a meal period, so enter just the unpaid portion if that applies to you.

Why does my employer's total differ from mine?

Usually rounding. Some employers round each shift to the nearest quarter hour or five minutes rather than tracking to the minute. Rules that consistently round in the employer's favour are restricted in many jurisdictions, so a persistent gap is worth raising.