Our free time card calculator was designed to make things as easy and convenient as possible. Here’s what it offers:
1. Start by adding your name in the space provided, then input the starting date of the week.
2. If you prefer to use a 24-hour time format, you can toggle the switch to the on position.
3. If you need to include breaks, toggle the “add breaks” switch to the on position.
4. Next, click the dropdown underneath the days of the week and choose if you want to set an hourly rate.
5. If using an hourly rate, input it in the designated field and choose the currency.
6. Now, set the overtime rules by choosing whether overtime applies.
7. If overtime is included, add the amount of pay owed for each overtime hour and set the regular number of daily working hours (or you can opt for weekly working hours). Any hours tracked over this amount will be recorded as overtime.
8. You’re ready to start tracking hours!
9. Add the start and stop times in the relevant fields, and the calculator will automatically update the total hours and wages owed.
10. If you’re a weekend worker, toggle the Show Weekend switch, and Saturday and Sunday will be added to the time card hours calculator.
11. If there are any absences (not including breaks), add them to the time card in the relevant field and check the box to indicate whether or not it’s paid.
12. As you complete the time card, the totals, including overtime, will automatically get added at the bottom.
13. When the time card is complete, you have a few options for saving and sending:
An appealing PDF of the time card can be downloaded and sent to your accounting department. Or your employees can do it themselves.
If you want to really crunch down on the numbers you can send the tracked data to your custom URL and than connect it to tools like Google Sheets, Excel, even Zapier.
Copy this code below and paste it into your CMS under “iframe”.
This will embed the free time card calculator on your website.
The custom settings of the time clock calculator can be set straight from the URL. Below is an example and all the shortcodes needed.
Example: https://mihas.github.io/timecard/?hourly_rate=10&add_breaks=true
Contractors must track time accurately to meet client expectations and contractual obligations. Using a time card calculator is also essential for tracking labor costs and complying with wage rules.
Contractors must record their daily start and stop times, including travel between sites, break periods, and the projects they worked on. Maintaining detailed records reduces the risk of disputes by providing a clear account of each worker’s efforts.
Best practices for contractor time cards:
Tip: If you’re tracking hours for multiple clients, use a separate time card for each of them.
Engineers are often required to split their time between different projects, tasks, and even funding sources. Therefore, detailed time tracking is essential for proper job costing and client billing, as well as for providing more accurate estimates for upcoming projects.
Best practices for engineer time cards:
Agencies usually manage multiple clients and projects simultaneously, with staff working on overlapping assignments. Time cards help track time by client, project, or deliverable, providing a clear picture for billing and project costing.
Time cards also help balance team schedules, especially during periods with tight deadlines.
Best practices for agency time cards:
Most attorneys bill by the hour, so transparent time tracking is crucial for maintaining client trust and ethical standards. Legal time cards should detail the work performed and allocate the hours to specific cases or clients.
This precision allows law firms to comply with professional obligations while minimizing the risks of billing disputes.
Best practices for attorney time cards:
Nonprofits are obligated to track time for each employee and volunteer to prove that grant funds are being used appropriately and for the right projects. Granting agencies often audit time records and could halt funding if accurate records aren’t maintained.
Detailed time cards also help separate grant-funded tasks from operational ones, ensuring complete transparency throughout each work day.
Best practices for nonprofit time cards:
Office teams tend to have standard working hours, but time cards are still required to ensure that overtime is paid correctly and all breaks and time off are accounted for.
Time cards are also highly useful for spotting trends such as frequent absenteeism or excessive overtime, which could indicate problems such as burnout and excessive workloads.
Best practices for office team time cards:
Construction workers need to track hours by project, job classification, and location to ensure time is allocated in the right places, especially when multiple clients are involved.
Accurate time keeping is not only crucial for payroll, but also for meeting the recordkeeping requirements of government contracts and avoiding client disputes and issues.
Best practices for construction time cards:
Detailed and transparent time cards are required from consultants since they generally bill clients by the hour or per deliverable. Detailed records also protect against disputes over billed hours.
And besides supporting accurate invoicing, historical time cards can be analyzed to understand the profitability of each project.
Best practices for consultant time cards:
The hospitality industry is renowned for shift work, making reliable time cards essential for managing payroll for standard, split, or overtime shifts.
Also, since break times for hospitality staff tend to be irregular, a time card makes it convenient to track when each worker takes a pause and how long it lasts.
Best practices for hospitality time cards:
Freelancers are responsible for managing their own schedules and keeping careful time logs for accurate client billing, making time cards very useful and convenient.
Clear time records also help freelancers justify their invoices and demonstrate their value to clients.
Best practices for freelancer time cards:
While our online time calculator offers a basic time tracking solution, a more comprehensive tool will make the job that much easier and, most importantly, ensure compliance with labor and wage laws.
My Hours offers a user-friendly platform with fully automated time tracking. Every second, whether billable or not, can be effortlessly tracked in the right places.
Check out its top features:
In the US, the legal timesheet requirements include:
The law does not insist on a specific way to track time. You can use digital, spreadsheet, or paper formats. However, whatever you use, the data must be reliable and easily accessible.
Time cards are required for payroll when an employee’s pay is based on how many hours they work.
Under the Fair Labor Standards Act (FLSA), employers must keep accurate records of non-exempt workers’ hours, including any overtime, breaks, and time off.
According to the FLSA, regular hours are the first 40 hours worked in a work week.
Any hours beyond that count as overtime, paid at 1.5 times the employee’s regular hourly wage.
No, employees are not legally required to sign their time cards; however, it is considered best practice for them to do so. By having workers sign their time cards, they can confirm their time entries are accurate and complete.
Employers are legally responsible for verifying accuracy and approving time cards for payroll processing.
The responsibility is typically given to the supervisor of each team within the workplace, but overall, the employer is accountable for ensuring compliance with wage laws.
According to federal law, you must keep employee time card records for at least two years. Payroll records must be kept for at least three years.
That said, it’s best practice to retain records for up to six or seven years to cover longer statutes of limitations for any potential audits or claims.
If any employee forgets to track time or clock in or out, the employer is still legally obligated to pay them for the hours they worked.
Ultimately, it is down to the employer to maintain accurate records of hours, even if the employee fails to log hours properly.
Short breaks under 20 minutes must be counted as paid time and should be included within the total hours worked. Longer breaks for meals (usually 30 minutes or more) are typically unpaid and should be recorded on the time card.
To avoid compliance issues with rounding time, it must be implemented correctly:
To effectively track time for remote or off-site employees, organizations should implement digital solutions that make time tracking convenient and transparent.
Using a dedicated time-tracking tool such as My Hours enables efficient tracking via desktop, browser, and mobile app, no matter where the employee is based.
Yes, it’s possible to change an employee’s time card if you spot an error, but only in specific circumstances: