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PTO Accrual Calculator

Calculate your PTO (Paid Time Off) accrual based on company policy. Track earned vacation hours, current balance, and projected annual entitlement with flexible accrual schedules.

Calculate PTO Accrual

Enter your company's PTO policy details

Annual PTO Allowance (hours)

Total PTO hours per year (80 hrs = 10 days)

Accrual Frequency
Hours Per Week

Standard work hours per week

Current PTO Balance (hours)

Your current unused PTO hours

Years of Service (Optional)

For tracking tiered accrual policies

Results

3.08
Hours per Period
0.38
Days per Period

Annual Summary

Annual PTO Hours:80 hours
Annual PTO Days:10 days
Accrual Rate:0.04 hrs/hr worked

Balance Tracking

Current Balance:40 hours
Projected Year-End:55.38 hours
Current Balance (Days):5 days

💡 Quick Reference: You earn 3.08 hours every pay period. At your current rate, you accumulate approximately 0.04 hours for every hour worked.

Related Calculators

Standard PTO Allowances by Experience

United States Standards

0-1 Year10 days (80 hrs)

Entry-level employees

  • • 2 weeks annual PTO
  • • Common starting allowance
1-5 Years15 days (120 hrs)

Mid-level employees

  • • 3 weeks annual PTO
  • • Increased with tenure
5+ Years20+ days (160+ hrs)

Senior employees

  • • 4+ weeks annual PTO
  • • Long-term service reward

Industry Variations

Tech Industry15-25 days

Often generous PTO

  • • Some offer unlimited PTO
  • • Flexible policies common
Retail/Service5-10 days

Typically lower allowance

  • • Often hourly accrual
  • • Part-time may be prorated
Government13-26 days

Highly structured

  • • Tiered by service years
  • • Separate sick leave often

How to Calculate PTO Accrual

Common Accrual Methods

Biweekly Accrual: Annual Hours ÷ 26 pay periods
Example: 80 hours/year ÷ 26 = 3.08 hours per pay period
Hourly Accrual: Annual Hours ÷ Annual Work Hours
Example: 80 hours ÷ 2,080 work hours = 0.0385 hours per hour worked
Monthly Accrual: Annual Hours ÷ 12 months
Example: 120 hours/year ÷ 12 = 10 hours per month

Calculation Steps:

  1. 1
    Determine annual allowance
    Total PTO hours per year (e.g., 80, 120, 160 hours)
  2. 2
    Choose accrual frequency
    Hourly, biweekly, monthly, or annual
  3. 3
    Calculate per-period accrual
    Divide annual allowance by number of periods
  4. 4
    Track balance and usage
    Monitor accrued hours and time taken

Important Considerations

⚠️ Policy Disclaimer

PTO policies vary by employer and state. Always consult your employee handbook and HR department for your specific policy details.

📅 Accrual Timing

When PTO is credited matters

  • • Front-loaded vs. accrued
  • • Waiting periods for new hires
  • • Pro-rated for part-time
🔄 Rollover Rules

Year-end balance policies

  • • Use-it-or-lose-it policies
  • • Maximum balance caps
  • • Rollover limitations
💰 Payout Policies

Cash value considerations

  • • Payout at termination
  • • State law requirements
  • • Unused PTO compensation
📝 State Laws

Legal requirements vary

  • • Some states require payout
  • • Accrual minimums
  • • Use-it-or-lose-it legality

Example Cases

Case 1: Full-Time Employee (Biweekly Accrual)

Policy: 80 hours/year
Schedule: Biweekly (26 periods)
Work Week: 40 hours
Current Balance: 40 hours
Accrual Per Period: 3.08 hours
Annual Days: 10 days
Accrual Rate: 0.0385 hrs/hr worked
Projected Year-End: ~80 hours

Use Case: Standard full-time employee at mid-year with typical 2-week annual PTO allowance. Earns ~3 hours every two weeks.

Case 2: Senior Employee (Monthly Accrual)

Policy: 160 hours/year
Schedule: Monthly (12 periods)
Work Week: 40 hours
Current Balance: 100 hours
Accrual Per Period: 13.33 hours
Annual Days: 20 days
Accrual Rate: 0.0769 hrs/hr worked
Projected Year-End: ~160 hours

Use Case: Senior employee with 5+ years tenure receiving generous 4-week PTO. Earns over 13 hours each month for better vacation planning.

PTO Management Best Practices

1

Plan Ahead

Schedule PTO in advance, especially for busy periods. Submit requests early to ensure approval and allow team planning. Consider blackout dates and peak seasons.

2

Monitor Your Balance

Check your PTO balance regularly. Know your accrual rate and when time is credited. Track usage to avoid surprises and ensure you use earned time.

3

Understand Your Policy

Read your employee handbook carefully. Know rollover rules, caps, waiting periods, and payout policies. Ask HR if anything is unclear.

4

Use PTO Strategically

Combine with holidays for extended breaks. Use PTO regularly to avoid burnout. Don't let valuable time expire due to caps or use-it-or-lose-it policies.

5

Know Your Rights

Understand state laws regarding PTO payout and accrual. Some states require payout at termination. Know if your state allows use-it-or-lose-it policies.

Frequently Asked Questions

What is PTO accrual?
PTO (Paid Time Off) accrual is the process of earning vacation, sick leave, or personal time based on hours worked or time employed. Employees accumulate PTO hours gradually throughout the year, typically earning a set amount per pay period or work hour.
How is PTO typically accrued?
PTO can accrue hourly (per hour worked), daily (per work day), biweekly (every two weeks), monthly, or annually. Common methods include: earning hours per pay period (e.g., 3.08 hours per biweekly period for 80 hours/year) or earning based on hours worked (e.g., 0.0385 hours PTO per hour worked).
What is a standard PTO allowance in the US?
In the US, the average PTO ranges from 10-15 days (80-120 hours) per year for full-time employees. New employees often start with 2 weeks (80 hours), increasing to 3-4 weeks with tenure. Many companies use tiered systems, offering more PTO as years of service increase.
Can PTO balances be negative?
Generally, no. Most companies do not allow negative PTO balances. Employees must have sufficient accrued time before taking paid time off. Some companies offer PTO advances in special circumstances, but this varies by employer policy and may require repayment if employment ends.
What happens to unused PTO at year-end?
PTO policies vary: some companies allow unlimited rollover, others have "use-it-or-lose-it" policies, and many cap maximum balances (e.g., 1.5× annual allowance). Some employers pay out unused PTO at year-end or upon termination, depending on state laws and company policy.