Payroll Hours Time Calculation in Google Sheets Using Time Functions

GiGiKing·March 16, 2024·0 comments

Payroll hours time calculation is a crucial task when it comes to calculating overtime hours for a long list of employees. Manually adding up overtime hours worked by employees can be time-consuming, especially if you have a large workforce.

During my time with my previous employer, I frequently relied on Google Sheets time calculation to determine the overtime hours worked by the operators of our hired equipment.

In this article, I will explain how you can use Google Sheets time functions to add hours and minutes, not only for payroll calculations but also for other similar time calculations.

Steps: Payroll Hours Time Calculation in Google Sheets

Before we dive into the steps, there are a couple of things you need to keep in mind:

  • Time should be in 24-hour format, such as 17:30:00. If it’s not, you can easily set it from the Format -> Number option. However, the 12-hour format will also work.
  • For this calculation, we will only consider hours and minutes. Seconds will be excluded as they are not important for payroll calculations.

Now, let’s proceed to the steps:

  1. Enter the sample data provided in this image into a new Google Spreadsheet. This data represents the hours and minutes worked by employees.

  2. To calculate the difference in hours between the start and end time, use the formula =hour(D2-C2) in cell E2. Drag this formula down to cell E11.

  3. Similarly, to calculate the difference in minutes, use the formula =MINUTE(D2-C2) in cell F2. Drag this formula down to cell F11.

  4. Convert the minutes difference to hours by dividing it by 60. Use the formula =F2/60 in cell G2. Drag this formula down to cell G11.

  5. Finally, add the hours difference (from Step 2) and the converted minutes difference (from Step 4) to get the total hours worked. Use the formula =E2+G2 in cell H2. Drag this formula down to cell H11.

By following these steps, you can calculate the total hours worked by each employee.

Alternatively, you can use an array formula to perform all the above calculations in one line. Apply the formula =ARRAYFORMULA((HOUR(D2:D11-C2:C11))+(MINUTE((D2:D11-C2:C11)))/60) in cell I2. There’s no need to copy or drag this formula down.

To get the sum of the total hours worked, use the SUM function, like so: =sum(I2:I11).

Using this array formula simplifies the process and provides the sum of the total hours worked.

Remember, it’s important to create a sample dataset and apply the formulas explained above to fully understand the concept. Simply reading this tutorial won’t be enough to master it.

For more helpful tutorials on Google Sheets, be sure to check out Crawlan.com.

Additional Resources:

GiGiKing

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