Start with complete time records
For each work period, record the start time, end time and any unpaid break. A complete record is more reliable than reconstructing a shift from memory at the end of the week.
Keep separate rows when a person leaves and returns. Combining split shifts too early can hide a missing break or duplicate time.
- Clock-in time
- Clock-out time
- Unpaid break duration
- Date and shift label
Convert each shift to elapsed minutes
Subtract the start time from the end time. Working in minutes avoids errors caused by mixing clock notation with decimal hours. For an overnight shift, treat the end time as occurring on the following day.
Then subtract only breaks that are actually unpaid under the applicable policy. Convert the final minute total to hours only after the subtraction is complete.
Understand decimal hours
Payroll decimals are fractions of an hour, not clock minutes. Thirty minutes equals 0.50 hours, while 45 minutes equals 0.75 hours. A value such as 8.30 decimal hours does not mean 8 hours and 30 minutes.
Use consistent rounding and keep the unrounded minute total available for verification.
Check the result before payroll use
Compare the calculated total with the original punches, confirm overnight shifts, and review any incomplete rows. A calculator can perform arithmetic, but it cannot determine whether a punch or break record is correct.