Calculating an employee’s hours worked and pay by hand can be time-consuming.ย To make life easy, we’ve built a simple timesheet calculator to help you determine the pay your workers have earned for hours worked in an average work week.
What this calculator doesn’t include:
- Awards
- enterprise agreements
- Saturday & Sunday penalty rates
However, the calculator automatically provides a figure based on base pay and hours worked in a standard working week, and tracks overtime an employee has worked.
Free timesheet calculator
| Weekday | Start | End | Break | Hours |
|---|---|---|---|---|
| Monday | Time In : | Time Out : | Time Break : | 5.50 |
| Tuesday | Time In : | Time Out : | Time Break : | 0.00 |
| Wednesday | Time In : | Time Out : | Time Break : | 0.00 |
| Thursday | Time In : | Time Out : | Time Break : | 0.00 |
| Friday | Time In : | Time Out : | Time Break : | 0.00 |
| Saturday | Time In : | Time Out : | Time Break : | 0.00 |
| Sunday | Time In : | Time Out : | Time Break : | 0.00 |
|
Regular Hours: 0.00 Overtime Hours: 0.00 Total Hours: 0.00 Regular Pay: $00.00 Overtime Pay (150%): $00.00 Overtime Pay (200%): $00.00 Total Pay: $00.00 |
How to use Reckonโs free timesheet calculator for weekly work hours and total gross pay:
- Input base salary (the national minimum wage is $24.10).
- Input the hours worked based on when work started and ended.
- Include break times/break deductions as values in minutes (typically 30 to 60 minutes, expressed as decimal hours).
- Review total hours worked against the gross pay (including overtime).
Determining pay
Several factors must be considered when calculating pay. The Fair Work Ombudsman has set national payroll standards that all employers must follow.
Dedicated payroll software has these standards automatically built in, cutting down the time it would take to manually enter an employee’s time card or time sheet.
Timesheets
A timesheet is a basic tool that records the hours worked by an employee via clock-in and clock-out times. Employers and employees use this information as a reference to calculate pay. This includes tracking employee breaks and overtime hours.ย
Base Pay
Base pay is the amount an employee receives per hour worked. Depending on the industry, an employee’s pay could be determined by their employer’s awards rate or enterprise agreement.
If you are unsure of what awards apply, the Fair Work Ombudsman has extensive resources available.
Breaks
It is essential to record unpaid breaks when calculating your employee’s timesheet. Employees and workers are generally entitled to a meal break after working 5+ hours. This meal break is typically either a 30-minute or an hour break.
In software and work-hour calculators, break minutes are typically displayed in decimal format.
For example, if work hours are 9:00 am to 5:00 pm, an employee’s work hours for that day would be 7.5 or 7 hours, depending on whether they have an unpaid break.
Penalty Rates
Several factors apply when calculating the gross pay of an employee.
Overtime
Employees who work more than their standard hours may be eligible forย overtime. Depending on the enterprise agreement or award, overtime rates apply to hours worked after contracted hours. This includes hours consistently exceeding standard hours over a regularly recurring period.
For full-time employees, overtime rates typically apply to hours worked beyond the standard 38 hours. Part-time employees can expect overtime if they work more than their agreed-upon contracted hours.
Typically, the first two overtime hours are paid at 150% of a worker’s base hourly rate. Any additional overtime hours are calculated at 200%.
This is how you can calculate overtime pay:
- Base pay x 1.5 x 0-2 (first hours of overtime).
- Base pay x 2 x Hours after the first two overtime hours worked.
Casual Loading
Casual loading is a penalty rate that applies only to employees who are considered casual workers. When calculating casual worker’s wages, employers must:
Multiply base pay x hours worked.
Add casual loading of 25% (base pay x 1.25).
Public Holidays
Australia has several public holidays to factor in when calculating the timesheets for their employees. Double time and half, or 250% of an employee’s base pay, is the standard for working public holidays.
Base pay x 2.5 x public holiday hours worked
Late-night penalty rates
There are penalty rates associated with late-night work. For instance, security guards have an award that outlines the penalty rates on top of the base pay of 130% for permanent and part-time employees and 155% for casuals.
Early morning penalty rates
Workers who start their shift earlier in the morning also have penalty rates associated with them. For instance, casual bakers under the retail award will be paid 137% of their base pay during hours between 2 am and 6 am.
Managing payroll
When processing payroll, it is crucial to efficiently manage employee hours. As a small business owner, part of successfully running your business is allocating the appropriate resources to payroll.
Dedicated payroll software can accurately calculate your employees’ work hours and help you remain compliant with specific enterprise agreements or awards. This helps you save time, maintain record keeping, and reduce the need for manual calculations, improving efficiency.
Looking for a simple payroll solution? Trial our payroll software today!
