Wie man Stunden auf der Gehaltsabrechnung berechnet: Methoden und Tools
Before being a content writer, I worked in sales. In sales, you get a sales bonus every month. In some months, I noticed that my commission seemed smaller than I’d anticipated. I pushed harder and tried to make more sales for a bigger bonus. But the bonus did not increase considerably.
I decided to discuss it with my manager and ask what happened and why my bonus didn’t increase in sync with my sales. The resolution? He found that he was calculating based on an old bonus formula and sent those numbers to the HR team.
The consequences? I was disappointed and started checking every payslip ever since, as I no longer trusted the process. Your employees should not go through that, too.
Since then, I’ve managed content writing teams and learned how to calculate payroll hours diligently so I don’t make the same mistake as my former boss, and I’ll teach you all about it.
Die wichtigsten Erkenntnisse
- Don’t waste time by tracking payroll hours with Excel, G-Sheets, or paper timesheets. You’ll end up cross-checking time and time again timesheets at the end of the pay cycle to correct errors. Make your life easier, and go for automated time trackers.
- Understanding the distinction between paid and unpaid break times matters more than you’d think! Some breaks under 20 minutes are typically paid, while longer meal breaks (30+ minutes) are usually unpaid.
- To tackle the challenge of rounding work hours, employ a tool that makes it simple to round time entries and stop stressing over them. I suggest using EARLY for that.
The basics of payroll hours calculation
Before diving into a step-by-step guide on how to calculate work hours with your payroll tracker, I’ll introduce you to a glossary with all types of hours that you need to be aware of in the context of work.
- Regular hours: The standard working time (typically 40 hours/week, but with some different policies in different European countries with a 4 or 6-day work week policy. Hence, the working hours differ).
- Overtime hours: Time worked beyond 40 hours/week, or the maximum agreed.
- Break times: Rest periods during work hours which can be either paid (like short rest breaks) or unpaid (like meal breaks) depending on duration and local labor laws.
- Holiday pay: Paid time off during official holidays (check here how many work days you have in 2025).
- PTO (paid time off): Vacation, sick leave, and personal days.
- Training time: Hours spent on workplace education.
💡 Pro Tip: Understanding the distinction between paid and unpaid break times matters, as breaks under 20 minutes are typically paid, while longer meal breaks (30+ minutes) are usually unpaid.
Step-by-step payroll hours calculation
Crunching the numbers while taking into account hours and minutes requires a good time tracking software and an hours calculator, but most of all, it needs a process.
Here’s the process you need to take into account to have a high degree of payroll accuracy:
1. Berechne die Gesamtzahl der geleisteten Arbeitsstunden und den Bruttolohn
This step is the foundation of your entire payroll process. You need to first account for and calculate hours worked for your employees and then turn these into actual compensation. However, you need to make differences between salaried employees and hourly workers.
I’ll break down how you can handle these calculations for different types of employees!
How to calculate work time and gross pay for salaried employees
When I started managing my first content team, I had three salaried writers who often worked flexible hours. Initially, I thought tracking their hours wasn’t necessary since they were salaried, but I quickly learned this was a mistake. What helped me in the process was accurate time tracking for a thorough workload analysis, but I’ll get into that later on.
For salaried employees, your calculation process should look like this:
- Take their annual salary and divide it by pay periods.
- Track their actual hours to monitor overtime.
- Account for any additional compensation or bonuses.
I’ll take an example of a content writer. Let’s assume the employee’s gross pay per year is $60,000 annually and is paid on a bi-weekly basis:
- $60,000 ÷ 26 pay periods = $2,307.69 per paycheck
- Standard hours: 40 hours/week or 80 hours per pay period (which is for two weeks)
- Any hours beyond this might qualify for overtime, depending on their exemption status
How to calculate work time and gross pay for hourly employees
This gets trickier, as I learned when managing freelance writers. One month, a writer claimed she wasn’t paid for all her hours, and when I checked our manual tracking system, I found several discrepancies. This was corrected, and since then, I implemented automated payroll calculations with automatic time-tracking software.
For hourly employees, your calculation process should look like this:
- Multiply their hourly rate by regular hours worked
- Calculate overtime at 1.5x regular rate
- Add any bonuses or additional compensation
Here is an example: Let’s assume a writer’s hourly rate is $25.
- Regular hours worked: 42
- Regular pay: 40 hours × $25 = $1,000
- Overtime: 2 hours × ($25 × 1.5) = $75
- Total gross pay: $1,075
2. Ermittlung von Abzügen und Steuern
This step used to be challenging for me until I developed a systematic approach. During my first year managing payroll, I forgot to account for a writer’s updated W-4, resulting in incorrect tax withholding. Now I double-check all deductions carefully.
Hier sind die erforderlichen Abzüge, die du einkalkulieren musst:
- Bundeseinkommenssteuer
- State and local taxes
- Social Security (6.2%)
- Medicare (1.45%)
- State disability insurance (where applicable)
Other voluntary deductions could be health insurance premiums, retirement contributions, life insurance, flexible spending accounts, or union dues.
3. Calculate payroll
This is where everything comes together. I remember one particularly challenging month when three writers had different pay rates for different projects, plus overtime and bonuses. Here’s how to put together all the components:
1. Verify the foundation 📊
- Begin with your gross pay calculations (those important numbers from step 1)
- Review your time cards one last time for accuracy
- Double-check any special pay rates or bonuses
2. Apply deductions systematically ⚖️
- Work through deductions in a consistent order
- Create a checklist for both mandatory and voluntary deductions
- Keep clear documentation of any unusual situations
3. Final review process 🔍
- Compare totals to previous payroll periods
- Look for any unusual variances
- Verify tax calculations
- Check benefit deduction amounts
4. Prepare for distribution 💸
- Set up direct deposits and generate pay stubs
- Prepare any physical checks
- Update payroll records
💡 Pro tip: If you calculate payroll hours manually like I used to, I suggest making them at least two days before payday to catch any potential errors.
However, this process is quite manual, so if you’re not using a work hours tracker, make yourself a service and use our free time card calculator. Here’s a preview of it:
Wege zur Berechnung der Abrechnungsstunden
By now, you understand the process and logic behind calculating payroll hours, but the most important puzzle piece is how to implement this entire process without too much manual work and what tool to go for.
1. Manual time tracking
The first tools that come to mind when talking about manual timesheets are the almighty Excel, Google Sheets, and paper timesheets.
These work for basic calculations, but you’ll quickly discover many limitations, like spending hours cross-referencing handwritten time logs with their actual submissions. I wrote in detail about tracking time in Excel and Google Sheets in the article below, so check them out:
Briefly, here’s what manual time tracking typically involves:
Paper timesheets: Employees write down their start time, end time, and breaks on physical sheets. While this seems straightforward, employees often don’t know how to fill out timesheets or forget about them, and they can make errors in the process. I remember one particularly chaotic week when a timesheet got coffee-stained, and some entries were completely illegible.
Excel and G-sheet spreadsheets: These are a step up from paper but still require manual input. You’ll need to create formulas to calculate regular hours, overtime, and breaks. The challenge? Make sure everyone uses the same format and remembers to save their updates. Looking for timesheet templates and free calculators? Check out these from our library:
- Vorlagen für Tabellenkalkulationen zur Zeiterfassung
- Kostenlose Stundenzettel-Vorlagen für abrechenbare Stunden
- Aufschlag-Rechner
- Überstunden-Rechner
💡 Pro Tip: If you’re using Excel or G-sheets for time tracking, always create a backup copy of your formulas. I learned this the hard way when a team member accidentally overwrote our master template. Also, it’s a good practice to send timesheet reminders.
2. Automatic time-tracking software
Automatic time-tracking tools save hours of admin work and provide you with much more accurate data. I’ll introduce you to EARLY – a tool I wish I’d known about when I first started managing teams. The need for such a tool in order to calculate payroll it’s simple. Think about the following:
- how many times have you or your team members forgotten to log time, rounded up hours, or made calculation errors?
- How many hours did you spend at the end of each month reconciling timesheets and chasing team members for missing entries?
That’s why I switched to an automated solution, and you should, too! Here’s what a centralized tool like EARLY includes for you:
- Mühelose Zeiteingaben: Um die Zeiterfassung für die Gehaltsabrechnung zu vereinfachen und eine 100 %ige Genauigkeit zu erreichen, braucht Ihr Team mühelose Möglichkeiten. Die automatische Zeiterfassungsfunktion von EARLYläuft im Hintergrund, während das Team arbeitet. Sie erfasst Arbeitsplatz-Apps, besuchte Websites und Kalenderereignisse, und dein Team braucht nur zu klicken, um die Vorschläge für die Zeiterfassung aufzurufen.
- Work hours management: The app tracks all types of hours involved in payroll calculation and gives you the totals without you making any calculations. It works as a work-hours tracker, timesheet app, overtime hours calculator, and all types of Urlaubsüberwachung. This centralized system reveals everything in such timesheets:
- Detailed and advanced time reporting: Instead of spending days compiling timesheet data for payroll runs, you have immediate access to accurate work hours reports, overtime analysis, and leave balance summaries. Generate comprehensive payroll reports filtered by department, project, or time period.
- Integration mit mehr als 3000 Apps: EARLY lässt sich in über 3000 Apps integrieren, was dir hilft, den gesamten Lohnabrechnungsprozess zu transformieren. Verbinde EARLY über seine robuste API und Zapier-Integrationen direkt mit deiner bestehenden Gehaltsabrechnungssoftware, Personalverwaltungssystemen und Projekttools, um einen nahtlosen Workflow zu gewährleisten.
- Mobile and remote available: If time tracking software is not available on any platform, it would be redundant. That’s why, with this AI-powered time tracker, your team has cross-platform accessibility to consistently track time regardless of where they work, across desktop and mobile devices, with offline tracking capabilities.
- Privacy and compliance-first: If you’re looking for accurate payroll hours, you need to make sure you choose a tool that’s protecting employee privacy. EARLY has an anti-surveillance policy, which includes a 12-hour delay for manager access to time data in order for teams not to feel micromanaged or watched while they work.
💡 Pro Tip: When implementing your payroll time-tracker, start with a small pilot group to work out any flaws in the process. I began with just three team members, and their positive experience made the full team rollout much smoother.
EARLY erfasst die Arbeitszeiten in Echtzeit und erstellt fehlerfreie Stundenzettel für dein Team, damit du dich auf das Wesentliche konzentrieren kannst.
3. Payroll software options
Betrachte Gehaltsabrechnungssoftware als deinen digitalen HR-Assistenten, der den schwierigen Teil der Mitarbeitervergütung übernimmt. EARLY eignet sich zwar hervorragend für die Zeiterfassung, funktioniert aber am besten, wenn es in eine spezielle Gehaltsabrechnungsplattform integriert ist.
Hier sind drei beliebte Optionen, die Lösungen zur Zeiterfassung ergänzen können:
- ADP Workforce Now works as an all-in-one command center for larger organizations. I’ve seen it transform complex payroll operations into streamlined workflows, especially for companies managing multiple departments or locations. It’s great at handling intricate tax calculations and compliance requirements across different states and countries – something that would be overwhelming to manage manually.
- Rippling takes an updated approach to payroll management. What makes it stand out is its ability to unify various HR functions. For example, when a new employee joins, Rippling automatically sets up their payroll, benefits, and even their computer systems – all from one platform. This integration significantly reduces the admin burden of managing multiple systems.
- Gusto shines in its simplicity and user-friendliness, making it particularly suitable for small to medium-sized businesses. I appreciate how it simplifies complex processes like tax filing and benefits administration into clear, manageable steps. Its intuitive interface means you spend less time training staff and more time focusing on strategic HR tasks.
💡 Pro Tip: When choosing between these tools, consider how they’ll integrate with your existing time-tracking system. The goal is to create a seamless flow of information from time tracking to payroll processing, minimizing manual data entry and reducing the risk of errors.
How to choose the right payroll software for you
Bei der Auswahl deiner Lohn- und Gehaltsabrechnungssoftware musst du nicht nur an die heutigen Anforderungen denken. Als ich von der manuellen Zeiterfassung zur automatischen Zeiterfassung mit EARLY wechselte, lernte ich, dass die richtigen Fragen den Unterschied ausmachen.
Here’s what you should consider in our tech-driven environment:
Start with your organization’s DNA
Before analyzing features and pricing, ask yourself: What makes your workplace unique? For instance, when I managed a hybrid content team, I needed software that could handle both in-office and remote workers, multiple time zones, and various contract types. So, consider the following:
- Does your team work across different countries?
- Do you have a mix of full-time, part-time, and freelance workers?
The answers will guide your choice.
Think about scalability and AI capabilities
With the speed at which AI and technology in general are growing, you need software that grows with you. I once chose a system that couldn’t scale, and switching platforms mid-growth was painfully disruptive. So, it’s best to ask yourself:
- Kann dieses System die doppelte Anzahl deiner derzeitigen Arbeitskräfte aufnehmen?
- Does it leverage AI for predictive analytics, like forecasting overtime trends or suggesting optimal staffing levels? Even if the overtime tracker is not at that level, if it includes AI capabilities, it’s already a great step.
Bewertung des Integrations-Ökosystems
Modern payroll isn’t just about processing paychecks. Consider how your payroll software will connect with your existing tech stack. The smoother these connections, the less manual work you’ll face. Address these questions:
- Does it integrate seamlessly with your time tracking, HR management, and accounting software
- Can it handle emerging payment methods like crypto or instant pay options?
Assess automation sophistication
Today’s best payroll systems do more than basic calculations. Look for advanced features like:
- AI-powered anomaly detection that flags unusual time entries or expense patterns
- Smart compliance updates that automatically adjust calculations based on changing regulations
- Predictive analytics for labor cost forecasting and budget optimization
Consider employee experience
One aspect I initially overlooked was how user-friendly the software would be for employees. It’s not just you tracking employee hours, it’s their but their buy-in and quick adoption are the most important. Clarify the following:
- Can workers easily access their pay information through mobile apps?
- Does the system offer digital wallet integration?
- Are there self-service options for updating personal information and tax preferences?
💡 Pro Tip: You could request a sandbox environment during your trial period and run a parallel payroll process for one pay cycle. This helped me identify potential issues before fully committing to a new system.
Common challenges in calculating payroll hours
Drawing from my experience managing payroll across different teams, I’ve encountered several recurring challenges that can impact accurate employee hours calculations. Here’s how to identify these challenges and implement solutions:
Challenge: Time zone complexity
Managing remote teams across multiple time zones leads to confusion in overtime calculations and meeting attendance tracking. I once had team members in three different time zones submitting overlapping hours, which created a payroll nightmare.
Solution? Implement AI-powered time normalization systems that automatically convert and standardize all time entries to a single reference time zone while maintaining local compliance. Tools like EARLY detect an employee’s time zone automatically and adjust entries accordingly. There’s no need to manually convert times.
Challenge: Project-based hour attribution
When employees work on multiple projects with different billing rates or for different clients, accurately splitting their hours becomes complex. This was particularly obvious when managing content writers working on various client projects simultaneously.
Solution? Use AI-powered activity recognition that automatically categorizes work based on the applications and documents being used. For instance, when a writer opens a specific client’s Google Doc, the system automatically attributes that time to the correct project. This eliminates the need for manual time allocation and reduces human error in project billing.
Challenge: Actual time calculation and roundings
One of the most fundamental yet tricky aspects of payroll is dealing with exact time entries that don’t fit precisely into standard hours. When I managed freelance writers, they often worked in irregular increments – 6 hours and 42 minutes on one project, 1 hour and 17 minutes on another.
Die Lösung? Mit dem Zeitberichtssystem von EARLY habe ich eine Möglichkeit gefunden, Arbeitsstunden schnell zu runden, und alle Berichte, die ich an die Lohnbuchhaltung schicken musste, waren ordentlich!
Fazit
Accurately calculating payroll hours is essential for both business efficiency and employee trust. When payroll hours are miscalculated, whether due to manual tracking errors, rounding inconsistencies, or outdated formulas, employees may receive incorrect compensation, leading to frustration and mistrust.
To prevent this, you should use automated tools that track total hours worked, making sure every clock-out time is recorded correctly. This not only streamlines payroll processing but also simplifies overtime pay calculations, reducing errors and administrative burdens.
By implementing reliable time-tracking software and payroll systems, you’ll eliminate inefficiencies, ensure compliance, and create a transparent work environment where employees feel valued and fairly compensated.
Eliminiere mit der automatischen Zeiterfassung von EARLY Fehler bei der Zeiterfassung und erhalte präzise Arbeitszeiten, ohne dass du dich darum kümmern musst.
Quellen
https://www.washingtonpost.com/business/2022/02/17/four-day-week-worker-burnout