PTO accrual calculator
PTO accrual calculator
PTO accrual is your accrual rate multiplied by how much time has passed, added to your starting balance and reduced by what you have already used. Pick how your employer grants time off above — each pay period, per hour worked, or as a lump sum — and enter your numbers to see your current balance in both hours and days.
How this is calculated
Accrual is calculated in decimal hours, because that is the unit policies are written in — "3.08 hours per pay period" rather than "3 hours 5 minutes". Days are shown using an 8-hour working day.
A cap applies to the balance, not to the year's accrual. Policies almost always say you may not hold more than a given number of hours, so accrual stops once the balance reaches the cap rather than continuing and being clawed back at year end. The forfeited figure shows what you would lose by not taking time off.
Not modelled: accrual that changes with length of service, carryover limits distinct from balance caps, and unlimited-PTO policies, which have no balance to calculate. Check your own policy — this is a calculator, not employment advice.
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Frequently asked questions
How is PTO accrual calculated?
Multiply your accrual rate by how much has elapsed. Per pay period, that is the hours granted each period times the number of periods. Per hour worked, it is the accrual rate times hours worked. A lump sum is granted once at the start of the year.
How much PTO do I accrue per pay period?
Divide your annual allowance by the number of pay periods. Two weeks (80 hours) paid every two weeks is 80 ÷ 26, or about 3.08 hours per period.
How many days off is my balance?
Divide your hours by the length of your working day. The calculator shows this using an 8-hour day, so 120 hours is 15 days.
What is a PTO cap and am I losing time?
Many policies cap the balance you can hold, and accrual stops once you reach it. Enter your cap above and the calculator shows how many hours you would forfeit if you do not take time off.
What is the difference between accrued and available PTO?
Accrued is what you have earned in the period. Available is your starting balance plus what you accrued, minus what you have already used — the balance shown here.