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PTO Accrual Calculator
Find out how much paid time off you earn each paycheck. Enter your yearly PTO and pay frequency (or hours worked) to see the accrual per pay period, per hour worked and per month, plus a 12-month balance projection with planned time off and an optional cap.
Your PTO policy
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h
Full-time is usually 40 (2,080 h per year).
h
Used for per-hour accrual: rate = PTO hours ÷ basis.
Balance projection
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h
h
Leave empty if your plan has no cap.
Enter your values to see the result.
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How to use the PTO Accrual Calculator
- Enter the PTO you earn per year and whether it is in days or hours.
- Choose the accrual method: a fixed amount every pay period, or a rate per hour worked.
- Pick your pay frequency and the hours you work per week.
- Add your current balance, planned time off and any cap to see the projection.
- Read your accrual per pay period and check the table for your balance on each pay date.
PTO accrual formulas
- Annual hours:
PTO hours per year = PTO days × hours per workday - Per pay period:
accrual per period = annual PTO hours ÷ pay periods per year - Per hour worked:
rate = annual PTO hours ÷ 2,080, thenaccrual = rate × hours worked - Balance:
new balance = old balance + accrued − used, never above the cap
PTO accrual per pay period (8-hour days)
| PTO per year | Hours | Weekly (52) | Biweekly (26) | Semi-monthly (24) | Monthly (12) | Per hour worked |
|---|---|---|---|---|---|---|
| 5 days | 40 | 0.77 | 1.54 | 1.67 | 3.33 | 0.0192 |
| 10 days | 80 | 1.54 | 3.08 | 3.33 | 6.67 | 0.0385 |
| 12 days | 96 | 1.85 | 3.69 | 4.00 | 8.00 | 0.0462 |
| 15 days | 120 | 2.31 | 4.62 | 5.00 | 10.00 | 0.0577 |
| 18 days | 144 | 2.77 | 5.54 | 6.00 | 12.00 | 0.0692 |
| 20 days | 160 | 3.08 | 6.15 | 6.67 | 13.33 | 0.0769 |
| 25 days | 200 | 3.85 | 7.69 | 8.33 | 16.67 | 0.0962 |
| 30 days | 240 | 4.62 | 9.23 | 10.00 | 20.00 | 0.1154 |
Per-hour rates assume a 2,080-hour full-time year. Some employers use 2,080 plus overtime or cap the hours that count, so check your policy for the exact rule.
Frequently asked questions
How do I calculate PTO accrual per pay period?
Convert your annual PTO to hours and divide by the number of pay periods. 15 days × 8 hours = 120 hours; paid biweekly (26 periods) that is 120 ÷ 26 = 4.62 hours per paycheck. Semi-monthly gives 120 ÷ 24 = 5 hours.
How is PTO per hour worked calculated?
Divide the annual PTO hours by the full-time hours in a year, usually 2,080 (40 × 52). For 80 hours a year the rate is 80 ÷ 2,080 = 0.0385 hours of PTO per hour worked, or about 1 hour for every 26 hours worked.
How much PTO does a part-time employee earn?
With per-hour accrual, part-time staff earn in proportion to the hours they work. At 0.0385 hours per hour, someone working 25 hours a week earns about 0.96 hours a week, or 50 hours a year.
What is a PTO accrual cap?
A cap is the maximum balance you can hold. Once you reach it, you stop earning PTO until you use some. The projection shows when you would hit the cap and how many hours you would miss out on.
How many hours is 2 weeks of PTO?
For a 40-hour week, two weeks (10 workdays) is 80 hours. Three weeks is 120 hours and four weeks is 160 hours.
Is PTO accrual required by law?
In the US there is no federal requirement to offer paid vacation, so accrual rules come from the employer's policy. Some states and cities require paid sick leave (often 1 hour per 30 hours worked), and some states require unused vacation to be paid out. Check your handbook and local rules.
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