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  • Excel Formula To Calculate Hours Worked and Overtime (With Template)

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    tahirmaqpk
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    This document provides an Excel template and formulas to calculate employee hours worked and overtime pay. The template allows the user to input employee time-in, lunch start/end, and time-out times. Formulas then automatically calculate total hours, overtime hours, regular pay, overtime pay, and total pay. The template is designed to calculate overtime hours and pay based on a standard 40-hour work week but can be customized. Instructions are provided on how the formulas work.

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    Excel formula to calculate hours worked and overtime [with template]

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    This document provides an Excel template and formulas to calculate employee hours worked and overtime pay. The template allows the user to input employee time-in, lunch start/end, and time-out times. Formulas then automatically calculate total hours, overtime hours, regular pay, overtime pay, and total pay. The template is designed to calculate overtime hours and pay based on a standard 40-hour work week but can be customized. Instructions are provided on how the formulas work.

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    240 views17 pages

    Excel Formula To Calculate Hours Worked and Overtime (With Template)

    Uploaded by

    tahirmaqpk
    This document provides an Excel template and formulas to calculate employee hours worked and overtime pay. The template allows the user to input employee time-in, lunch start/end, and time-out times. Formulas then automatically calculate total hours, overtime hours, regular pay, overtime pay, and total pay. The template is designed to calculate overtime hours and pay based on a standard 40-hour work week but can be customized. Instructions are provided on how the formulas work.

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    HOME CONSULTING ONLINE TRAINING EXCEL BOOKS DASHBOARD VBA 

    PIVOT TABLE ABOUT 

    Excel formula to calculate hours worked and


    overtime [with template]
    Kawser 
    January 17, 2019  5 comments

    It is easy to build an Excel formula to calculate hours worked and overtime of your employees. This is
    why Excel is widely used in the workplaces. It makes any calculation very easy.
    The Excel template I have made for this article can be directly used in your workplace.

    Most companies calculate work hours and over time based on the 40-hours-work-week (8 hours per day).
    By default, my Excel template also calculate work hours and overtime based on the 40-hours-work-week.
    But if your company takes different hours-work-week, you can define that in the template.

    In this Excel template, over time is calculated based on the whole week, not based on an individual day.
    Suppose, an employee has worked 9 hours on the very first day of the week. But his total hours in the
    week does not exceed 40 hours, he will not be rewarded any over time.

    You can also define different hourly rates for Regular Works and Over Time Works.

    Table of Contents [hide]

    Calculate Hours Worked and Overtime Excel Template


    Excel formula to calculate hours worked and overtime
    The inputs in the Excel Template
    Outputs we get automatically
    Related Readings
    Conclusion

    Calculate Hours Worked and Overtime Excel Template

    Download the Excel template that I have built for this article.

     Excel-formula-to-calculate-hours-worked-and-overtime.xlsx

    Excel formula to calculate hours worked and overtime

    This is the template overview. This template is printable in one page (perfect for Letter and A4 Page with
    Landscape Orientation) without any modification.

    The inputs in the Excel Template

    Put the following inputs in the Excel template (image below):


    Overtime Counted After: Generally, this is 40 hours per week. If your office maintains 45 or other
    working hours, input that value in this field. Working hours vary from country to country.

    Hourly Rate:

    Normally Working Hour Rate is different from the Over Time Hourly Rate.

    Regular: Input the Regular Hourly Rate


    Over Time: Input the Over Time Hourly Rate

    The template takes 4 time-inputs (above image):

    Time In: This is the time when the employee enters into the working place.
    Lunch Starts: Time when the lunch starts in the working place.
    Lunch Ends: Lunch end time entry.
    Time Out: This is when the employee completely leaves the office place.

    Outputs we get automatically

    These are the outputs we get from our inputs:

    1) Total Hours:

    This “Total Hours” is calculated for an individual day. We have used this formula in the cell G16 to get
    the total hours: =((F16-C16)-(E16-D16))*24

    (F16-C16) is actually (Time Out – Time In). And (E16-D16) is (Lunch Ends – Lunch Starts).
    We multiplied ((Time Out – Time In) – (Lunch Ends – Lunch Starts)) by 24 to covert it into hour
    value.
    This is why we get the value in Number Otherwise, subtraction of two times results in Time format.
    2) Over Time Hours

    Though the template shows the Regular Hours before the Over Time Hours, I actually calculated the
    Over Time Hours before the Regular Hours. This is the formula I have used in the cell I16 to calculate
    the Over Time Hours:

    =IF(SUM($G$16:G16)>work_hours_per_week,SUM($G$16:G16)-work_hours_per_week,0)

    Where, work_hours_per_week = D12


    How does this formula work?

    This formula has an expanding range. It is $G$16:G16. For the next cell (I17) in the column, this range
    will be: $G$16:G17. You see the range has expanded. This is why it is called expanding range.
    logical_test: IF function checks whether the sum of the expanding range has exceeded the value of
    work_hours_per_week.
    value_if_true: If the sum exceeds the value, the IF function returns this value: SUM($G$16:G16)-
    work_hours_per_week.
    value_if_false: Otherwise the IF function returns value 0.

    Let me check this formula for the cell I21:


    =IF(SUM($G$16:G21)>work_hours_per_week,SUM($G$16:G21)-work_hours_per_week,0)
    =IF(47.25>40,47.25-40,0); [I have replaced some parts of the formula with their values]
    =IF(TRUE,7.25,0)
    =7.25

    So, the formula returns value 7.25.

    3) Regular Hours

    To calculate Regular Hours, I have used this formula in the cell H16: =MAX(G16-I16,0)
    This formula returns the maximum one between these two values: G16-I16 and 0.

    4) Total Hours (Regular)


    5) Total Hours (Over Time)
    Cell I22 actually holds our total Over Time hours. So, we just refer that cell in the cell I23.

    6) Total Pay (Regular)


    Multiplication of the Regular Hourly Rate and total Regular Hours.

    7) Total Pay (Over Time)


    Multiplication of the Over Time Rate and total Over Time Hours.

    8) Grand Total Pay


    Sum of Regular Pay and Over Time Pay.

    Related Readings

    Excel Formula to Calculate Hours Worked Minus Lunch


    Excel Formula for Overtime over 40 Hours [with Free Template]
    Date & Time in Excel – How to Enter Them in Worksheet Cells Effectively?

    Conclusion

    Whatever hourly rate your company provides and whatever working hours per week your company has
    adopted, this template will suit your company. Even if you did understand how the formulas work, you can
    modify and extend this template for fulfilling your specific criteria. So, these are the Excel formulas I use
    to calculate hours worked and overtime in a week.

    115
    SHARES
     Facebook  Twitter
    Kawser

    Hello! Welcome to my Excel blog! It took me some time to be a fan of Excel. But now I am a die-
    hard fan of MS Excel. I learn new ways of doing things with Excel and share here. Not only how to
    guide on Excel, but you will get also topics on Finance, Statistics, Data Analysis, and BI. Stay
    tuned!

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    5 Comments

    R.K.GHOSH  Reply
    January 19, 2019 at 6:53 AM

    Good. Send me learning module of Excel in my e-mail I’d: [email protected]


    KAWSER  Reply
    January 19, 2019 at 8:00 PM


    Thanks, Ghosh for your feedback.

    BRIAN WINKLE  Reply


    January 21, 2019 at 8:08 PM

    What if your company rounds the time? For example: When I clock in at 06:07 it calculates my time starting at
    06:00 but if I were to clock in at 06:08, my start time is calculated at 06:15. By the way, Your emails are great. I
    highly enjoy them.

    KAWSER  Reply
    January 22, 2019 at 3:58 PM

     I will check this issue and let you know. Glad to know that we can add some value via our emails.
    Best regards
    Kawser

    JIM  Reply
    April 11, 2019 at 10:23 PM

    These formulas work pretty good if you work the 1st or 2nd shift. I work from 11:00pm – 7:30am with a 1/2 lunch
    period. When I enter these times, the formulas do not work. Any way to update this to work with these start and
    stop times?

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