Enter clock-in/out times and break minutes for each day. This payroll time calculator automatically computes net hours worked, regular pay, overtime pay, and total gross wages for the full week — following FLSA rules. Free, instant, no signup.
| Day | In | Out | Break | Net Hrs | Reg Pay | OT Pay | Total |
|---|
Gross pay shown. Federal/state taxes, Social Security (6.2%), and Medicare (1.45%) are not deducted. Overtime calculated per FLSA — 1.5× for hours over 40/week (or 8/day in CA mode).
How Payroll Time Calculation Works
Payroll time calculation converts raw clock-in and clock-out records into accurate gross pay. The process has four distinct steps that every payroll system — from manual spreadsheets to enterprise software — must follow:
Step 2: Regular Hours = min(Net Hours, 40)
Step 3: Overtime Hours = max(0, Net Hours − 40)
Step 4: Gross Pay = (Regular Hrs × Rate) + (OT Hrs × Rate × 1.5)
Employee: Sarah | Rate: $19/hr | Schedule: Mon–Fri, 7:30 AM–5:00 PM, 30-min lunch
Daily net hours: (9.5 hrs gross) − 0.5 lunch = 9.0 hrs/day
Weekly net total: 9.0 × 5 = 45 hours
Regular pay: 40 × $19 = $760.00
Overtime: 5 hrs × ($19 × 1.5) = 5 × $28.50 = $142.50
Overtime Rules by State
The payroll overtime rules vary by state. Using the wrong rule leads to either underpaying employees (a legal violation) or overpaying (unnecessary cost).
| State | Daily OT Trigger | Weekly OT Trigger | Double Time |
|---|---|---|---|
| Federal (FLSA) | None | 40 hrs | Not required |
| California | After 8 hrs/day | After 40 hrs | After 12 hrs/day or day 7 |
| Nevada | After 8 hrs/day (if <$15.375/hr) | After 40 hrs | Not required |
| Texas | None | After 40 hrs | Not required |
| Florida | None | After 40 hrs | Not required |
| New York | None | After 40 hrs | Not required |
| Colorado | After 12 hrs/day | After 40 hrs | Not required |
| Alaska | After 8 hrs/day | After 40 hrs | Not required |
California employers: Select "Daily 8hrs (California/NV)" in the calculator above to apply daily overtime rules automatically. California's OT system is the most complex in the US — see our California Overtime Calculator guide for full details.
Pay Period Types Explained
Most US employees are paid on one of four schedules. The calculator above supports all of them via the Pay Period dropdown:
| Pay Period | Frequency | Paychecks/Year | Common In |
|---|---|---|---|
| Weekly | Every 7 days | 52 | Construction, hourly workers |
| Biweekly | Every 14 days | 26 | Most private employers (most common) |
| Semi-monthly | Twice a month | 24 | Salaried office workers |
| Monthly | Once a month | 12 | Some salaried professionals |
Biweekly vs. Semi-monthly: Biweekly pays every two weeks (26 checks/year). Semi-monthly pays twice a month on fixed dates like the 1st and 15th (24 checks/year). The difference adds up — biweekly workers get 2 "extra" paychecks per year compared to semi-monthly.
5 Payroll Calculation Mistakes to Avoid
- Auto-deducting breaks employees didn't take. If an employee works through lunch, you cannot deduct that time. Doing so is a wage theft violation under the FLSA.
- Averaging hours across two weeks. Overtime must be calculated week-by-week. You cannot average 50 hours one week and 30 the next to avoid overtime — the 50-hour week still owes 10 hours of OT.
- Misclassifying shift differentials. Night shift, weekend, and hazard pay differentials must be included in the regular rate before calculating overtime. See our weighted overtime calculator for multi-rate scenarios.
- Using gross hours instead of net hours. Overtime is based on hours worked — not hours on the clock. Deduct unpaid breaks first, then check the 40-hour threshold.
- Wrong OT threshold for the state. California has daily overtime after 8 hours. Using the federal 40-hour-only rule for a California employee is a compliance violation.
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Open ClockCalc Free →Frequently Asked Questions
How do I calculate payroll hours?
Record clock-in and clock-out for each day, subtract unpaid breaks, then sum net hours for the week. Multiply the first 40 hours by the regular rate and any hours over 40 by 1.5× the regular rate. Add both amounts for total gross pay.
What is a payroll time calculator?
A payroll time calculator converts employee work hours into gross pay by applying the correct regular and overtime rates, deducting unpaid breaks, and summing across multiple days. The calculator above handles a full 7-day week with California daily OT support.
How is overtime calculated in payroll?
Under the FLSA: overtime = 1.5× regular rate for hours over 40/week. Example: $20/hr × 46 hours → $20×40=$800 regular + $30×6=$180 overtime = $980 gross. California adds daily OT after 8 hours per day.
Does this payroll calculator include taxes?
No — this calculator shows gross pay (before taxes). To estimate net pay, subtract approximately 22–28% for federal income tax (22% bracket), plus 7.65% FICA (Social Security + Medicare). State income tax varies by location.
Can I use this for biweekly payroll?
Yes. Select "Biweekly (×2)" in the Pay Period dropdown. The calculator will show your weekly gross pay and automatically multiply by 2 to show your biweekly paycheck total. Note: overtime is still calculated per-week, not per pay period.
What's the difference between gross pay and net pay?
Gross pay is your total earnings before any deductions — what this calculator shows. Net pay (take-home) is gross pay minus federal/state income taxes, Social Security (6.2%), Medicare (1.45%), health insurance, 401(k) contributions, and other deductions.
Understanding Your Payroll: Regular Pay vs Overtime Pay
When your employer runs payroll, every hour you work falls into one of two categories: regular pay or overtime pay. Understanding the difference helps you verify your paycheck and catch errors before they become problems.
Regular Pay
Regular pay covers all hours worked up to the overtime threshold — typically 40 hours per week under the federal FLSA. If you earn $20/hour and work 38 hours in a week, your regular pay is simply $20 × 38 = $760. No complications.
Overtime Pay
Any hours beyond the threshold are paid at a premium rate — at least 1.5 times your regular rate (called "time and a half"). If you work 45 hours at $20/hour, your overtime pay for those 5 extra hours is $20 × 1.5 × 5 = $150. Your total gross pay for the week would be $760 + $150 = $910.
What "Gross Pay" Means on Your Paycheck
Gross pay is your total earnings before any deductions. It includes regular pay, overtime pay, shift differentials, and any other compensation. Your take-home (net) pay will be lower because of:
- Federal income tax — withheld based on your W-4 filing and tax bracket (10%–37%)
- Social Security — 6.2% of gross wages up to the annual wage base ($176,100 in 2026)
- Medicare — 1.45% of all gross wages (additional 0.9% for high earners)
- State income tax — varies widely; Texas, Florida, and 7 other states have no state income tax
- Health insurance premiums — pre-tax deductions that lower your taxable income
- 401(k) or retirement contributions — typically pre-tax, reducing your federal tax bill
How Pay Periods Affect Your Paycheck Amount
Your hourly rate doesn't change based on how often you're paid — but your paycheck amount does. Here's how the four main pay periods compare for a worker earning $20/hour at exactly 40 hours/week:
| Pay Period | Frequency | Paychecks/Year | Gross per Check |
|---|---|---|---|
| Weekly | Every week | 52 | $800 |
| Biweekly | Every 2 weeks | 26 | $1,600 |
| Semi-monthly | 1st & 15th | 24 | $1,733 |
| Monthly | Once a month | 12 | $3,467 |
Important: Overtime must always be calculated on a weekly basis under FLSA, regardless of your pay period. Even if you're paid biweekly, your employer must count hours by week to determine overtime eligibility — not averaged across two weeks.
Payroll Deductions: What Gets Taken Out Before You See Your Check
There are two types of payroll deductions: pre-tax (which reduce your taxable income) and post-tax (which come out after tax is calculated).
Pre-tax deductions include: traditional 401(k) contributions, HSA/FSA contributions, health insurance premiums (in most cases), and commuter benefits. These reduce your taxable gross — meaning you pay less federal and state income tax.
Post-tax deductions include: Roth 401(k) contributions, garnishments, some life insurance premiums, and union dues. These don't reduce your tax bill but may have other benefits.
This payroll time calculator shows your gross pay only — the starting point before any deductions. To estimate take-home pay, subtract your total deduction rate from gross pay. A rough rule of thumb: most W-2 employees take home 65–75% of their gross pay depending on their tax bracket, state, and benefit elections.
Why Your Paycheck Might Not Match This Calculator
Even with accurate inputs, your actual paycheck may differ for several legitimate reasons:
- Rounding differences — employers may round time to the nearest 5, 10, or 15 minutes
- Shift differentials — night, weekend, or holiday premiums not included in your base rate
- Paid time off (PTO) — if you used vacation or sick time during the week, those hours are usually paid at straight time and may not trigger overtime
- Bonuses or commissions — non-discretionary bonuses must be factored into your "regular rate" for overtime calculations under FLSA (see our weighted overtime calculator)
- On-call or travel time — may or may not count as compensable work time depending on circumstances
- Mid-week rate changes — if you received a raise during the pay period, the overtime rate is based on the weighted average
If your paycheck is consistently less than expected, compare your pay stub line by line with this calculator. If regular hours or overtime hours don't match your timesheet, that's a red flag worth raising with your HR department or payroll team.
Related: Timesheet Calculator with Lunch Break · Biweekly Pay with Overtime · Salary Overtime Calculator · Weighted Overtime Calculator