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.

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. Two decimal places are displayed in timesheets.

Note: When reviewing the pay period summary, up to 4 decimal places are shown when hovering over an employee’s Hours Total. 

If you re-open a pay period that was finalized before November 9, 2016, the calculated hours will change slightly when you close out 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 7.97 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 employee 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 employee worked 5 hours and 46 minutes, which is recorded as 5.77 total hours.
Updated on September 21, 2020

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