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PTO Accrual Calculator
Find out how much paid time off (PTO) you earn each pay period and what your balance will be on a future date, such as before a planned trip. Enter your yearly PTO allowance, pay frequency, current balance and any time already booked.
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How PTO accrual works
Many employers don't give you all your paid time off on January 1st. Instead, you accrue it gradually: a small number of hours is added to your balance every pay period. If your yearly allowance is 120 hours (15 eight-hour days) and you are paid biweekly, you earn 120 ÷ 26 = about 4.62 hours every two weeks.
Accrual means your available balance depends on when you want to take time off. Planning a two-week trip in summer? You need to know whether you'll have enough hours by then, after subtracting any days already booked. This calculator projects that for you.
How to use the calculator
- Enter your yearly allowance in hours. If your contract states days, multiply by your hours per workday (for example 20 days × 8 = 160 hours).
- Choose your pay frequency. Weekly is 52 periods a year, biweekly 26, twice monthly 24, and monthly 12.
- Enter your current balance from your payslip or HR portal.
- Add any hours already booked before the target date.
- If your employer has a maximum balance cap (common with "use it or lose it" policies), enter it so the projection stops at the cap.
- Pick the target date.
The projection counts only complete pay periods between today and the target date, which is how most payroll systems credit accrual. Your employer's exact rules may differ, for example accruing per hour worked, starting a new allowance on your work anniversary, or adding extra days after a number of years of service.
Accrual caps and carryover
Some employers stop accrual once your balance reaches a cap, and some limit how many hours can be carried into the next year. If you are close to a cap, you are effectively losing PTO every pay period you don't use it. A projection helps you schedule time off before that happens.
Tips for managing PTO
- Check your balance on your payslip each month; payroll errors do happen.
- Book big trips early, then confirm your projected balance covers them.
- Keep a few days in reserve for sickness or emergencies if sick leave is part of the same pool.
- Read your employee handbook for the exact accrual, carryover and payout rules.
More in our guide PTO Tracker Spreadsheet.
Want this as a spreadsheet you can keep?
The PTO & Leave Tracker spreadsheet logs every day off by type, tracks accrual and remaining balance automatically, and shows your year at a glance.
Get the PTO & Leave TrackerWorks in Excel and Google Sheets · instant download via Gumroad
FAQ
How is PTO accrual calculated per pay period?
Divide your yearly PTO hours by the number of pay periods in a year: 52 for weekly, 26 for biweekly, 24 for twice monthly or 12 for monthly.
How many hours of PTO is 15 days?
With 8-hour workdays, 15 days equals 120 hours. Multiply days by your normal hours per workday.
What is a PTO accrual cap?
A cap is the maximum balance you can hold. Once you reach it, you stop earning more until you use some time off.
Is this calculator exact for my employer?
It is an estimate. Employers can accrue per hour worked, reset on anniversaries or add seniority days, so check your policy.
This calculator is for general education and planning only. It is not financial, tax or legal advice. Check important decisions with a qualified professional.