⏱ Hour Calculator - Calculate Hours Between Times
Our free Hour Calculator helps you calculate the time difference between any two times, convert hours and minutes to decimal format for payroll, and track working hours in compliance with UK Working Time Regulations. Whether you're calculating shift hours for NHS work, tracking billable hours for freelancing, or completing your weekly timesheet, this calculator provides instant, accurate results.
Calculate Hours Between Times
Quick Hour Calculations
Understanding Hour Calculations in the UK
Calculating hours accurately is essential for payroll, invoicing, project management, and ensuring compliance with UK employment law. This comprehensive guide explains everything you need to know about hour calculations in the British context.
The Basic Formula for Calculating Hours
Example: 17:30 - 09:00 - 1:00 = 7.5 hours (7 hours 30 minutes)
When times cross midnight (overnight shifts), add 24 hours to the end time before calculating:
Example: (06:00 + 24) - 22:00 = 30:00 - 22:00 = 8 hours
Converting Minutes to Decimal Hours
UK payroll systems typically require decimal hours rather than hours and minutes. Here's how to convert:
| Minutes | Decimal | Minutes | Decimal |
|---|---|---|---|
| 5 min | 0.08 | 35 min | 0.58 |
| 10 min | 0.17 | 40 min | 0.67 |
| 15 min | 0.25 | 45 min | 0.75 |
| 20 min | 0.33 | 50 min | 0.83 |
| 25 min | 0.42 | 55 min | 0.92 |
| 30 min | 0.50 | 60 min | 1.00 |
Worked Example: Standard Office Day
Scenario: Sarah works 09:00 to 17:30 with a 1-hour unpaid lunch break.
- Total time: 17:30 - 09:00 = 8 hours 30 minutes
- Less break: 8h 30m - 1h 00m = 7 hours 30 minutes
- Decimal hours: 7.5 hours
- Weekly total (5 days): 7.5 × 5 = 37.5 hours
UK Working Time Regulations 1998
The Working Time Regulations 1998 set out the rights and protections for workers in the UK regarding working hours, rest periods, and annual leave. Understanding these regulations is crucial for both employers and employees.
Maximum Working Hours
| Category | Maximum Hours |
|---|---|
| Weekly average (over 17 weeks) | 48 hours |
| Night workers (24-hour period) | 8 hours average |
| Young workers (16-17) per day | 8 hours |
| Young workers (16-17) per week | 40 hours |
Statutory Rest Breaks
| Working Period | Rest Entitlement |
|---|---|
| Over 6 hours worked | 20-minute break |
| Between working days | 11 hours rest |
| Per week | 24 hours uninterrupted |
| Young workers (4.5+ hrs) | 30-minute break |
Opt-Out Agreements
Workers aged 18+ can voluntarily opt out of the 48-hour weekly limit by signing an opt-out agreement. However, this must be:
- In writing and signed by the worker
- Completely voluntary with no pressure from the employer
- Revocable with a notice period (maximum 3 months)
Note: You cannot opt out of night worker limits or rest break entitlements.
NHS and Healthcare Exemptions
Certain healthcare workers, including junior doctors, have modified regulations. The European Working Time Directive (EWTD) limits doctors to 48 hours per week on average, with specific rules for on-call time and rest periods. The New Deal for Junior Doctors sets additional protections including a maximum of 72 hours in any 7-day period.
Common UK Shift Patterns and Hours
Different industries in the UK operate various shift patterns. Understanding these helps with hour calculations and workforce planning.
NHS Standard Shift Patterns
Early Shift
Hours: 07:00 - 15:00
Duration: 8 hours (7.5 hrs paid after break)
Pay: Standard rate
Late Shift
Hours: 14:00 - 22:00
Duration: 8 hours (7.5 hrs paid after break)
Pay: Standard rate
Night Shift
Hours: 21:30 - 07:30
Duration: 10 hours (9.5 hrs paid after break)
Pay: +30% unsocial hours
Long Day
Hours: 07:30 - 20:00
Duration: 12.5 hours (11.5 hrs paid)
Pay: Includes unsocial hours
NHS Unsocial Hours Pay Enhancements (Agenda for Change)
| Time Period | Days | Enhancement |
|---|---|---|
| All hours | Saturday | +30% |
| 20:00 - 06:00 | Monday - Friday | +30% |
| All hours | Sunday | +60% |
| All hours | Bank Holidays | +60% |
Retail and Hospitality Patterns
Retail Opening
Hours: 06:00 - 14:00
Duration: 8 hours
Common for supermarkets and shops
Restaurant Split Shift
Hours: 11:00-15:00 + 18:00-23:00
Duration: 9 hours worked
Lunch and dinner service
The Four-Day Work Week in the UK
The UK has been a leader in trialing the four-day work week, with over 60 companies permanently adopting the model following successful pilots. The typical arrangements are:
| Model | Daily Hours | Weekly Hours | Notes |
|---|---|---|---|
| 100-80-100 Model | 8 hours | 32 hours | 100% pay, 80% time, 100% productivity |
| Compressed Hours | 9.375 hours | 37.5 hours | Same hours over 4 days |
| 9-Day Fortnight | 8.33 hours | 37.5 hours | Every other Friday off |
Calculating Annual Working Hours in the UK
Understanding annual hour calculations is essential for salary negotiations, pro-rata calculations, and understanding your actual hourly rate.
Standard UK Annual Hours Calculation
Standard: (37.5 × 52) - (37.5 × 5.6 weeks) = 1,950 - 210 = 1,740 hours/year
| Working Pattern | Weekly Hours | Annual Hours (excl. holiday) | Annual Hours (incl. holiday) |
|---|---|---|---|
| Full-time standard | 37.5 | 1,740 | 1,950 |
| Full-time (40 hrs) | 40 | 1,856 | 2,080 |
| Part-time (0.8 FTE) | 30 | 1,392 | 1,560 |
| Part-time (0.6 FTE) | 22.5 | 1,044 | 1,170 |
| Part-time (0.5 FTE) | 18.75 | 870 | 975 |
| Part-time (0.4 FTE) | 15 | 696 | 780 |
Worked Example: Calculating True Hourly Rate
Scenario: James earns £45,000 per year, working 37.5 hours per week.
- Gross hourly (incl. holiday pay): £45,000 ÷ 1,950 = £23.08/hour
- Actual hourly (excl. holiday): £45,000 ÷ 1,740 = £25.86/hour
Comparison with day rate: If James freelances for £250/day, that's £250 ÷ 7.5 = £33.33/hour, but without holiday pay or pension contributions.
UK Statutory Holiday Entitlement
Full-time workers in the UK are entitled to a minimum of 5.6 weeks (28 days) paid annual leave. This can include the 8 UK bank holidays. Here's how hours convert to holiday days:
| FTE | Weekly Hours | Holiday Days | Holiday Hours |
|---|---|---|---|
| 1.0 (Full-time) | 37.5 | 28 days | 210 hours |
| 0.8 | 30 | 22.4 days | 168 hours |
| 0.6 | 22.5 | 16.8 days | 126 hours |
| 0.5 | 18.75 | 14 days | 105 hours |
| 0.4 | 15 | 11.2 days | 84 hours |
Timesheet and Payroll Hour Calculations
Accurate timesheet recording is essential for correct pay calculations. Here are the methods commonly used in UK businesses.
Rounding Rules
Many UK employers use rounding for timesheet calculations. The most common approaches:
| Method | How It Works | Example |
|---|---|---|
| Quarter-hour rounding | Round to nearest 15 minutes | 09:07 → 09:00; 09:08 → 09:15 |
| Sixth-hour rounding | Round to nearest 10 minutes | 09:04 → 09:00; 09:05 → 09:10 |
| Twelfth-hour rounding | Round to nearest 5 minutes | 09:02 → 09:00; 09:03 → 09:05 |
| Actual time | Record exact minutes | 09:07 = 09:07 |
Rounding Must Be Neutral
UK employment law requires that any rounding system must be neutral over time - it shouldn't systematically favour the employer. If employees are always rounded down for clock-in and rounded up for clock-out, this could constitute unlawful deduction of wages.
Overtime Calculations
In the UK, there's no legal right to overtime pay unless specified in your contract. Common overtime rates:
| Overtime Type | Common Rate | Example (£15/hr base) |
|---|---|---|
| Standard overtime | Time + Half (1.5×) | £22.50/hour |
| Double time | 2× base rate | £30.00/hour |
| Sunday working | Time + Half or Double | £22.50 - £30.00/hour |
| Bank holiday | Double time + TOIL | £30.00/hour + day off |
Worked Example: Weekly Timesheet with Overtime
Scenario: Emma works standard hours (37.5/week) with 3 hours overtime at time-and-a-half.
| Day | Start | End | Break | Hours |
|---|---|---|---|---|
| Monday | 09:00 | 17:30 | 1:00 | 7.5 |
| Tuesday | 09:00 | 18:30 | 1:00 | 8.5 |
| Wednesday | 09:00 | 18:30 | 1:00 | 8.5 |
| Thursday | 09:00 | 17:30 | 1:00 | 7.5 |
| Friday | 09:00 | 17:30 | 1:00 | 7.5 |
| Total | 39.5 hrs | |||
Pay calculation:
- Standard hours: 37.5 × £15 = £562.50
- Overtime (2 hours): 2 × £22.50 = £45.00
- Weekly total: £607.50
Calculating Billable Hours for Freelancers and Contractors
Freelancers and contractors in the UK need to track hours carefully for invoicing. Understanding billable vs non-billable time is crucial for profitability.
Day Rate to Hourly Rate Conversion
| Day Rate | 7.5 Hour Day | 8 Hour Day |
|---|---|---|
| £200 | £26.67/hr | £25.00/hr |
| £300 | £40.00/hr | £37.50/hr |
| £400 | £53.33/hr | £50.00/hr |
| £500 | £66.67/hr | £62.50/hr |
| £600 | £80.00/hr | £75.00/hr |
| £750 | £100.00/hr | £93.75/hr |
IR35 and Working Hours
For contractors working inside IR35, your client determines your working hours similar to an employee. Outside IR35, you have more flexibility to set your own hours. Accurate time tracking is essential for demonstrating your working practices in case of an HMRC IR35 investigation.
The Billable Hours Reality
Most freelancers find that only 60-70% of their working time is directly billable. Here's a realistic breakdown:
| Activity | Hours/Week | % of Time | Billable? |
|---|---|---|---|
| Client work (billable) | 25-30 | 62.5-75% | Yes |
| Admin & invoicing | 3-5 | 7.5-12.5% | No |
| Marketing & networking | 2-4 | 5-10% | No |
| Professional development | 2-3 | 5-7.5% | No |
| Proposals & quotes | 2-3 | 5-7.5% | No |
Frequently Asked Questions
How do I calculate hours worked between two times?
To calculate hours worked, subtract the start time from the end time, then deduct any unpaid breaks. For example, if you start at 09:00 and finish at 17:30 with a 1-hour lunch break: 17:30 - 09:00 = 8h 30m, minus 1 hour break = 7h 30m (7.5 decimal hours). Our calculator does this automatically, including handling overnight shifts where the end time appears before the start time.
What are the UK legal limits on working hours?
Under the UK Working Time Regulations 1998, workers cannot be required to work more than 48 hours per week on average, calculated over a 17-week reference period. Night workers have stricter limits of 8 hours per 24-hour period on average. Young workers (16-17) are limited to 8 hours per day and 40 hours per week. Workers over 18 can choose to opt out of the 48-hour limit by signing a written agreement.
How do I convert hours and minutes to decimal hours for payroll?
Divide the minutes by 60 and add to the hours. Common conversions: 15 min = 0.25, 30 min = 0.50, 45 min = 0.75. For example, 7 hours 45 minutes = 7 + (45÷60) = 7.75 decimal hours. This format is required by most UK payroll systems for accurate wage calculations.
Do I need to include breaks when calculating working hours?
In the UK, workers are entitled to an uninterrupted 20-minute rest break if they work more than 6 hours. Whether breaks are paid depends on your employment contract. For calculating pay, unpaid breaks should be deducted from total hours. For example, 09:00-17:00 with a 1-hour unpaid lunch = 7 paid hours.
How do overnight shifts work with hour calculations?
For overnight shifts crossing midnight, our calculator adds 24 hours to the end time when it appears before the start time. For example, 22:00 to 06:00 is calculated as (06:00 + 24:00) - 22:00 = 8 hours. This is essential for accurate NHS night shift calculations, security work, and manufacturing.
What is the difference between contracted and actual hours?
Contracted hours are specified in your employment agreement (e.g., 37.5 hours/week). Actual hours are what you physically work, which may include overtime. When actual hours exceed contracted hours in the UK, you may be entitled to overtime pay at enhanced rates, time off in lieu (TOIL), or other compensation depending on your contract terms.
How are NHS band hours calculated?
NHS staff on Agenda for Change typically work 37.5 hours per week (full-time equivalent). Common shifts include Early (07:00-15:00), Late (14:00-22:00), and Night (21:30-07:30). Unsocial hours attract enhanced pay: +30% for Saturday and weekday nights (20:00-06:00), +60% for Sundays and bank holidays. Part-time staff work pro-rata hours with proportional pay and leave.
How do I calculate weekly hours from daily hours?
Add up all daily hours worked. For standard UK patterns: 7.5 hours × 5 days = 37.5 hours/week. For compressed four-day weeks: 9.375 hours × 4 days = 37.5 hours. Track daily hours in your timesheet and sum them for accurate weekly totals for payroll submission.
What is FTE and how does it relate to hours?
FTE (Full-Time Equivalent) measures working time as a proportion of full-time hours. In the UK, 1.0 FTE typically equals 37.5 hours/week. Common FTEs: 0.8 FTE = 30 hours, 0.6 FTE = 22.5 hours, 0.5 FTE = 18.75 hours. FTE is used for pro-rata salary calculations, holiday entitlement, and pension contributions.
How do I calculate my true hourly rate from an annual salary?
For your actual hourly rate, divide annual salary by hours actually worked (excluding holiday). For a £40,000 salary with 37.5 hours/week: Annual hours = 37.5 × 52 = 1,950. Minus 28 days holiday (210 hours) = 1,740 actual hours. True hourly rate = £40,000 ÷ 1,740 = £22.99/hour.
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Understanding Your Results
Our Hour Calculator provides:
- Instant calculations - Results appear immediately
- Accurate formulas - Based on official UK standards
- Clear explanations - Understand how results are derived
- 2025/26 updated - Using current rates and regulations
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