How to Calculate a Timecard
- 1). Round time up and down to the closest quarter hour. Round minutes from one to seven down to the nearest quarter hour and minutes from eight to 14 up to the nearest quarter hour. For example, round 7:02 a.m. down to 7 a.m. and 5:09 p.m. up to 5:15 p.m. The employee slightly gains or loses time during the rounding process.
- 2). Calculate work hours for each day. Subtract lunchtime but pay the employee for short breaks taken. If the employee performs required duties during her lunchtime, which lasts at least 30 minutes, pay her for lunchtime taken. Short breaks typically last between five and 20 minutes.
- 3). Convert fractions to decimals as follows:
1/4 of an hour = .25
1/2 of an hour = .50
3/4 of an hour = .75
For example, 8 1/2 hours worked on Monday equals 8.50 hours. - 4). Calculate work hours for the week. This includes total hours worked for each day from Sunday to Saturday. Pay work hours up to 40 at the employee's regular pay rate and work hours exceeding 40 for the week at his overtime rate of 1.5 times his regular pay rate.
- 5). Check the employee's time card for benefit days taken, such as vacation or personal time, and pay him at his regular pay rate.
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