How to use the pto accrual calculator
- Choose how your employer accrues PTO: hours per pay period, hours earned per hours worked or a yearly total.
- Pick your pay frequency and enter the accrual numbers from your policy.
- Enter your current balance, the as-of date and the date to project to.
- Add a maximum balance in More options if your policy caps PTO.
Formula
Per period method: earned each period = hours entered
Per hour method: earned each period = hours worked in the period / hours worked per PTO hour
Yearly method: earned each period = (days per year x hours per day) / pay periods per year
Balance = current balance + periods x earned, never above the cap
The number of pay periods between two dates is counted in whole periods: whole weeks, whole 14-day blocks, whole months, or two per month plus one when 15 or more extra days remain.
Worked example: biweekly accrual
A policy gives 3.08 hours per biweekly pay period, which is about 80 hours a year. The starting balance is 12 hours on January 5, 2026.
From January 5 to July 6, 2026 is 182 days, which is 13 whole 14-day periods. Balance: 12 + 13 x 3.08 = 52.04 hours, or 6.5 eight-hour days.
With a 40-hour cap, accrual would stop at 40.00 hours.
For a yearly total, 10 days of 8 hours is 80 hours, and 80 / 26 periods is 3.0769 hours per period.
What this tool can and cannot know
Real PTO systems differ: some wait 90 days before accrual starts, some prorate for part-time work, some let balances roll over and some pay out on exit. Enter your policy's numbers and treat the projection as an estimate. Your HR portal is the record that counts.
Common accrual shapes
Plans often grow with tenure, for example 80 hours a year in early years and more later. Run the calculator once for each tenure step and add the results. Keep in mind that some employers front-load the full year on January 1 instead of accruing it gradually.
Assumptions and limits
- Pay dates are evenly spaced. Real payroll calendars can create 27 biweekly periods in some years.
- No waiting period, proration or rollover is modeled.
- Federal law does not require paid time off. Some states and cities have sick leave laws. Use the values from your employer or local law.
Frequently asked questions
How many PTO hours is 10 days?
80 hours if a workday is 8 hours. Change the hours in a workday if your schedule is different.
How is PTO accrued per hour worked?
Divide hours worked by the number of hours that earn one PTO hour. Working 80 hours with 1 PTO hour per 26 worked earns about 3.08 hours.
Does unused PTO get paid out?
That depends on your employer and your state. Some states treat earned vacation as wages. Check your handbook and state labor department.