PTO Calculator
Calculate how much paid time off you will accrue over a time period based on your accrual rate, frequency, and starting balance. Plan your vacation days and track your PTO balance with our free online tool.
Total PTO
80.3
hours
In Days
10.0
days
PTO Accrued
80.3
hours
In Weeks
2.0
weeks
Calculation Details
This is an estimate of PTO you will earn between the start and end date. The actual PTO accrued may vary depending on the start and end of pay periods and the exact method used for payroll.
How to Use
- 1
Set the start and end dates for the time period you want to calculate
- 2
Choose whether to calculate in hours or days
- 3
Enter your PTO accrual rate (e.g., 3.08 hours per bi-weekly period)
- 4
Select the accrual frequency: daily, weekly, bi-weekly, semi-monthly, or monthly
- 5
Enter your current PTO starting balance (if any)
- 6
Optionally enable the accrual limit (cap) and set the maximum PTO balance
- 7
Understanding the key inputs — your accrual rate is how much PTO you earn each pay period, and the accrual frequency matches how often you get paid
- 8
View your total PTO, days, weeks, and detailed breakdown to plan your time off for the year
Examples
Good Examples
Bi-weekly accrual: 3.08 hours per pay period
3.08 hours × 26 bi-weekly periods = 80.08 hours per year (10 days)Monthly accrual with starting balance
6.67 hours/month × 12 months + 40 hours starting balance = 120 hours (15 days)Accrual with a cap
If accrual limit is 120 hours and you would accrue 140, you stop at 120 hoursProrated PTO for a mid-year hire starting July 1
If annual PTO is 120 hours and you start July 1, you accrue 60 hours for the first year (6 months)PTO carryover from previous year
Started with 24 hours carried over + 6.67 hours/month × 12 months = 104 hours availableBad Examples
Using a daily accrual rate over a full year
1 hour/day × 365 = 365 hours — likely too high; most companies use weekly or bi-weekly ratesConfusing hours and days in the input
Entering 10 days when you mean 10 hours — double-check the unit selectorNot accounting for unlimited PTO policies
This calculator measures accrued PTO — unlimited PTO policies do not accrue in the traditional senseCommon Mistakes
- Confusing hours and days — check the unit selector carefully
- Not accounting for the accrual cap — once you hit the limit, you stop earning PTO
- Using the wrong accrual frequency — bi-weekly is every 2 weeks (26/year), not twice a month (24/year)
- Forgetting to include existing PTO balance when calculating total available time off
- Assuming PTO accrues continuously — some companies only accrue at the end of each pay period
- Confusing PTO with vacation days — PTO often includes sick days, personal days, and vacation under one bucket
- Not accounting for prorated PTO when starting or leaving a job mid-year
- Forgetting to check state laws — some states mandate PTO payout upon termination
Frequently Asked Questions
How is PTO accrual calculated?
PTO accrual is calculated using the formula: total PTO = accrual rate per period × number of periods in the time range. For example, if you accrue 3.08 hours per bi-weekly pay period, over 26 periods in a year you would earn 80.08 hours of PTO.
What is the difference between bi-weekly and semi-monthly accrual?
Bi-weekly means every 2 weeks, resulting in 26 pay periods per year. Semi-monthly means twice a month (typically the 1st and 15th), resulting in 24 pay periods per year. This difference affects how much PTO you accrue annually even with the same per-period rate.
What is a PTO accrual limit or cap?
A PTO accrual limit is the maximum amount of PTO you can have at any given time. Once you reach this cap, you stop accruing additional PTO until you use some of your existing balance. This encourages employees to take regular time off.
Does PTO include sick leave?
This depends on your employer. Some companies have separate sick leave policies, while others combine all paid time off into a single PTO bucket.
Can unused PTO roll over to the next year?
PTO rollover policies vary by employer and location. Some companies allow unlimited rollover, while others have a use-it-or-lose-it policy. Some may allow a limited rollover amount or offer a payout for unused days.
What is the difference between accrued PTO and front-loaded PTO?
Accrued PTO is earned gradually over time with each pay period, so you build up your balance slowly throughout the year. Front-loaded PTO gives you your full annual PTO balance at the start of the year or your employment anniversary. Each method has different implications for planning time off.
How to calculate PTO when starting a job mid-year?
For mid-year hires, PTO is typically prorated based on the remaining months or pay periods in the year. For example, if the annual PTO is 12 days and you start in July, you would accrue approximately 6 days for the rest of the year. Check your employer's specific policy for the proration method.
How to calculate PTO for part-time employees?
Part-time employees typically accrue PTO on a pro-rated basis based on hours worked. If a full-time employee (40 hours/week) earns 80 hours of PTO, a part-time employee working 20 hours/week would earn approximately 40 hours. Use the hourly accrual method for the most accurate calculation.
What happens to accrued PTO when you leave a job?
Depending on state laws and company policy, accrued but unused PTO may be paid out when you leave. Some states mandate payout, while others leave it to employer discretion. The payout is typically calculated at your current hourly rate multiplied by your unused PTO hours.
Unlimited PTO vs accrued PTO — which is better?
Unlimited PTO offers flexibility but can lead to employees taking less time off due to ambiguity. Accrued PTO provides a clear, measurable benefit and ensures you earn a specific amount of time off. Studies show employees with accrued PTO often take more vacation days than those with unlimited policies.
How is PTO accrual different from sick leave?
PTO is a broader category that often includes vacation, personal days, and sometimes sick leave in a single bucket. Separate sick leave policies provide dedicated days specifically for illness. Some employers combine everything into PTO, while others keep vacation and sick leave as distinct benefits.