Paid Hours & Gross Pay Calculator
Enter your shift details to estimate paid hours, overtime, and gross pay.
Tip: Overnight shifts are supported. If end time is earlier than start time, the calculator treats it as next day.
This tool provides estimates for planning and personal tracking. Final payroll may vary by employer policies and local labor law.
Whether you are an hourly employee, a freelancer tracking billable time, or a manager reviewing timesheets, understanding paid hours is essential. A small mismatch between scheduled time and paid time can add up quickly over weeks and months. This paid hours calculator helps you estimate exactly how many hours are payable after unpaid breaks and how overtime affects your gross pay.
What are paid hours?
Paid hours are the hours your employer compensates you for. In most cases, this includes your active work time and sometimes paid breaks, but excludes unpaid meal periods or unpaid time off the clock.
- Scheduled shift length is not always the same as paid time.
- Unpaid lunch breaks reduce total paid hours.
- Weekly paid hours can trigger overtime depending on your policy.
- Gross pay is based on paid regular hours plus paid overtime hours.
How this paid hours calculator works
1) Calculate your scheduled shift length
The calculator takes your start and end time and finds total scheduled minutes. If your shift crosses midnight (for example, 10:00 PM to 6:00 AM), it automatically handles that as an overnight shift.
2) Subtract unpaid break time
Any unpaid break minutes are deducted from scheduled minutes. The result is your paid hours per day.
3) Multiply by days worked
Paid daily hours are multiplied by days worked per week to produce weekly paid hours.
4) Split regular and overtime hours
Weekly paid hours are split using your overtime threshold (commonly 40 hours/week):
- Regular hours = up to overtime threshold
- Overtime hours = anything above threshold
5) Estimate gross pay
Gross pay is estimated from regular pay plus overtime pay, based on your hourly rate and overtime multiplier (typically 1.5x).
Example calculation
Imagine this schedule:
- Start: 9:00 AM
- End: 5:30 PM
- Unpaid break: 30 minutes
- Days worked: 5 days/week
- Hourly rate: $22.00
- Overtime threshold: 40 hours
- Overtime multiplier: 1.5
Your scheduled shift is 8.5 hours. After subtracting the 30-minute unpaid break, paid time is 8.0 hours/day. Across 5 days, that is 40 paid hours/week. In this case, overtime is 0, and estimated weekly gross pay is $880.00.
Why paid hours and clocked hours can differ
Unpaid meal periods
Many employers provide unpaid lunch periods. If you clock in at 8:00 and clock out at 4:30 with a 30-minute unpaid lunch, your paid total is 8.0 hours, not 8.5.
Overnight and split shifts
When shifts cross midnight, manual math becomes error-prone. Automated calculations reduce mistakes and help ensure accurate payroll submissions.
Rounding policies
Some payroll systems round to the nearest 5, 10, or 15 minutes. This calculator uses exact decimal hours, so your employer’s final payroll result may vary slightly.
Best practices for employees and managers
- Track start, end, and break times daily.
- Confirm whether breaks are paid or unpaid.
- Know your overtime rules (weekly, daily, or holiday-based).
- Review pay stubs and compare against your own records.
- Resolve discrepancies quickly while records are fresh.
Frequently asked questions
Does this calculator include taxes or deductions?
No. It estimates gross pay before taxes, insurance, retirement contributions, or other payroll deductions.
Can I use this calculator for part-time work?
Yes. Enter your actual days worked and shift times. The calculator works for both part-time and full-time schedules.
What overtime laws does this follow?
The calculator uses the overtime threshold and multiplier you enter. Labor law differs by state, country, union contract, and employer policy, so always confirm local requirements.
What if my unpaid break changes day to day?
Run separate calculations for each schedule pattern, then total your results for a more accurate week estimate.
Final thoughts
A reliable paid hours calculator gives you visibility into your work time and expected earnings. Use it weekly to stay organized, catch errors early, and make better budgeting decisions. If you are responsible for team payroll, this process can also improve trust and transparency across your organization.