How Timesheet Hours Are Calculated

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

Time sheet

Timesheet calculation rules

As of November 9, 2016, When I Work uses the following rules to calculate employees’ hours:

  • When an employee 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 an employee clocks out for a shift, When I Work calculates the hours worked in decimal form, rounded up to the nearest fourth decimal place (9.6334). When I Work displays two decimal places (9.63) by default, but you can view all four decimal places by hovering your cursor over the number.Viewing extra decimal places

If you re-open a pay period that was finalized before November 9, 2016, the calculated hours will change slightly when you re-finalize the pay period. This change occurs because the new calculation rules are applied to the pay period when you finalize it.


These examples illustrate how an employee’s total 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 employee worked 7 hours and 58 minutes, which is recorded as 7.9667 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 employee worked 8 hours and 11 minutes, which is recorded as 8.1834 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 employee worked 5 hours and 46 minutes, which is recorded as 5.7667 total hours.
Updated on June 3, 2019

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