PTO Calculator
Calculate how much paid time off you will accrue over a time period based on your accrual rate, frequency, and starting balance.
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
View your total PTO, days, weeks, and detailed breakdown
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 hoursBad 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 selectorCommon 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
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.