How to Calculate Hours Worked

A practical method

Hours worked are best calculated in minutes, then converted at the end. This prevents confusion between clock notation and decimal hours, handles overnight shifts consistently, and makes break deductions transparent. The result should distinguish gross elapsed time from net worked or paid time.

1. Record start and end: Use 24-hour time and include the dates for overnight or multi-day work.
2. Calculate elapsed minutes: Convert each time to minutes from a common reference and subtract.
3. Deduct unpaid breaks: Add only the breaks that should reduce worked or paid time under the applicable rule.
4. Convert the result: Show hours and minutes first; divide minutes by 60 only when decimal hours are required.

Worked example

From 09:05 to 17:40 is 8 hours 35 minutes. After a 35-minute unpaid break, the total is exactly 8 hours, or 8.00 decimal hours. Writing the original interval as 8.35 hours would confuse minutes with hundredths.

Checks, edge cases, and common mistakes

• Identify the next-day end date for overnight work and retain the original dates.
• Do not deduct paid breaks or assume break status from duration alone.
• Keep original entries before applying any rounding policy.
• Use the relevant workplace, contractual, and legal rules for payable time.