How to Calculate Work Hours: A Complete Guide
Whether you are an hourly employee checking your paycheck, a freelancer billing clients, or a manager reviewing timesheets, knowing how to calculate work hours accurately is essential. Here is how to do it.
Basic Work Hours Calculation
The simplest formula for calculating hours worked in a single shift:
Hours Worked = End Time - Start Time - Break Time
Example: 9:00 AM to 5:30 PM with 30 min break = 8 hours
Calculating Pay from Hours Worked
Once you know your total hours, multiply by your hourly rate:
Gross Pay = Total Hours x Hourly Rate
Example: 40 hours x $18/hour = $720 gross pay
Weekly and Monthly Hours
| Day | Start | End | Break | Hours |
|---|---|---|---|---|
| Monday | 9:00 AM | 5:00 PM | 30 min | 7.5 |
| Tuesday | 9:00 AM | 5:00 PM | 30 min | 7.5 |
| Wednesday | 9:00 AM | 5:00 PM | 30 min | 7.5 |
| Thursday | 9:00 AM | 5:00 PM | 30 min | 7.5 |
| Friday | 9:00 AM | 5:00 PM | 30 min | 7.5 |
| Weekly Total | 37.5 | |||
Calculating Overtime
In the US, overtime is typically paid at 1.5x your regular rate for hours worked beyond 40 per week:
Overtime Rate = Regular Rate x 1.5
Example: $18/hr x 1.5 = $27/hr overtime
If you work 45 hours: (40 x $18) + (5 x $27) = $720 + $135 = $855
Common Work Hour Scenarios
- Shift work: Night shifts crossing midnight (e.g., 10 PM - 6 AM) require careful date handling
- Freelance billing: Track time per project/client, bill in 15-minute increments
- Part-time: Prorate benefits based on hours worked vs. full-time equivalent
- Time off: Subtract PTO, sick days, and holidays from expected work hours
Key Takeaways
- Always subtract break time from your shift length
- Track hours daily rather than estimating at week's end
- For overtime, use 1.5x rate for hours over 40 per week
- Use our Work Hours Calculator to calculate hours and earnings instantly