PTO Accrual Calculator
Calculate paid time off accrual rates per pay period, track current balances, project year-end totals, and determine the dollar value of accrued PTO.
Current Year Status
Optional cap
Enter PTO policy details and click calculate.
What This Calculator Does
This PTO accrual calculator determines how much paid time off you earn per pay period based on your annual PTO allotment and accrual method (biweekly, monthly, or per hour worked). It tracks current balances, projects year-end totals, and calculates the dollar value of your accrued PTO.
The Formula
Biweekly accrual divides annual PTO hours by 26 pay periods. Monthly accrual divides by 12. Per-hour accrual divides by 2,080 (standard full-time annual hours). The current balance equals carryover hours plus hours accrued year-to-date minus hours used.
Step-by-Step Example
Enter PTO policy
15 PTO days per year (120 hours), biweekly accrual, 8-hour workday.
Calculate accrual rate
120 hours / 26 periods = 4.62 hours per biweekly pay period.
Track current balance
After 6 months (13 periods): 60 hours accrued. Used 3 days (24 hours). Balance: 36 hours.
Calculate PTO value
At $30/hour, 36 hours of PTO = $1,080 in earned time off value.
Real-World Use Cases
Vacation Planning
Check your projected PTO balance before booking travel to ensure you have enough accrued time.
Year-End Payout Estimation
In states that require PTO payout, calculate the cash value of your remaining balance.
HR Policy Design
Model different PTO policies (10, 15, 20 days) and accrual methods to find the right balance for your company.
Common Mistakes to Avoid
Assuming PTO is available immediately. Most accrual policies require time to pass before hours are earned.
Not checking your state PTO payout laws. California, Illinois, and several other states require employers to pay out unused PTO upon termination.
Forgetting about carryover caps. Many companies limit how many hours roll over to the next year (use-it-or-lose-it policies are illegal in some states).
Confusing PTO with sick leave. Some states mandate separate sick leave that cannot be combined with PTO.
Frequently Asked Questions
Accuracy and Disclaimer
PTO policies vary by employer and are subject to state and local laws. This calculator provides general estimates. Refer to your employee handbook and applicable state regulations for your specific policy.
Related Calculators
Employee Cost Calculator
Calculate the true total cost of an employee including salary, FICA, FUTA, SUTA, health insurance, retirement match, and workers comp using 2026 tax rates and benefit benchmarks.
Use CalculatorHR & CorporateOvertime Pay Calculator
Calculate overtime pay at 1.5x or 2.0x rates based on hours worked, with support for double time thresholds and annual overtime cost projections using 2026 FLSA rules.
Use CalculatorHR & CorporatePayroll Burden Calculator
Calculate total payroll burden across multiple employees including FICA, FUTA, SUTA, health insurance, retirement, and workers comp using 2026 employer tax rates.
Use Calculator