How Timesheet Hours Are Calculated

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To ensure timesheets are consistent, When I Work uses a standard calculation method to record worked hours.

Timesheet calculation rules

When I Work uses the following rules to calculate worked hours:

  • When a user clocks in or out, When I Work records the hour and minute. Seconds are not recorded.
    For example, a clock-in at 6:57:48 a.m. is recorded as 6:57 a.m.
  • After a user clocks out for a shift, When I Work calculates the hours worked in decimal form. Two decimal places are displayed in timesheets.
  • A workplace may also enable the setting to Round Time Entries, which can also affect how worked hours are recorded depending on the setting.

Note: When reviewing the Pay Period Summary, up to 4 decimal places are shown when hovering over a user’s Hours Total. 


These examples illustrate how total worked hours for a given day are calculated.

Example 1

  • A clock in at 9:00:45 a.m. is recorded as 9:00 a.m.
  • A clock out at 4:58:21 p.m. is recorded as 4:58 p.m.
  • The user worked 7 hours and 58 minutes, which is recorded as 7.97 total hours.

Example 2

  • A clock in at 1:01:45 p.m. is recorded as 1:01 p.m.
  • A clock out at 9:12:59 p.m. is recorded as 9:12 p.m.
  • The user worked 8 hours and 11 minutes, which is recorded as 8.18 total hours.

Example 3

  • A clock in at 11:59:59 a.m. is recorded as 11:59 a.m.
  • A clock out at 5:45:01 p.m. is recorded as 5:45 p.m.
  • The user worked 5 hours and 46 minutes, which is recorded as 5.77 total hours.
Updated on August 22, 2023

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