PTO Accrual Calculator
Calculates how many PTO hours an employee earns based on hours worked and their accrual rate. Use it each pay period to track vacation or sick leave balances accurately.
About this calculator
PTO accrual is the process by which employees earn paid time off incrementally as they work, rather than receiving a lump sum. The formula is straightforward: PTO Earned = hours_worked × accrual_rate. The accrual rate is expressed in hours of PTO earned per hour worked. For example, a common policy grants 0.04615 hours of PTO per hour worked, which equates to roughly 12 days per year for a full-time employee. Employers set different accrual rates based on tenure, employment type, or company policy. Tracking accrual per pay period helps both employees plan time off and HR departments manage leave liabilities on the balance sheet.
How to use
Suppose an employee works 80 hours in a two-week pay period and their accrual rate is 0.04615 hours of PTO per hour worked. Plug the numbers into the formula: PTO Earned = 80 × 0.04615 = 3.692 hours. Over a full 26 bi-weekly pay periods (2,080 hours worked), that totals about 96 hours — exactly 12 vacation days. Enter your own hours worked and accrual rate to instantly see how much PTO you've earned this period.
Frequently asked questions
How do I calculate my PTO accrual rate from an annual allowance?
Divide your total annual PTO hours by the total hours you work in a year. For a full-time employee working 2,080 hours per year with 80 hours (10 days) of PTO, the accrual rate is 80 ÷ 2,080 = 0.03846 hours per hour worked. This rate is then multiplied by each period's hours worked to determine earnings. Many HR systems use this method to calculate accruals automatically each pay cycle.
What is a typical PTO accrual rate for full-time employees?
Most full-time employees accrue between 10 and 20 days of PTO per year, translating to accrual rates of roughly 0.03846 to 0.07692 hours per hour worked. Entry-level positions often start at 10 days (0.03846), while employees with 5+ years of tenure may earn 15–20 days. Some companies use a tiered system where the rate increases automatically at tenure milestones. Always check your employee handbook for your specific rate.
Does unused PTO accrual carry over to the next year?
Carryover rules depend entirely on company policy and, in some jurisdictions, local labor law. Some employers allow unlimited rollover, while others cap carryover at a set number of hours or follow a 'use-it-or-lose-it' policy. States like California prohibit use-it-or-lose-it policies and require accrued PTO to be treated as earned wages. Always verify your company's carryover cap so you don't accidentally forfeit earned leave at year-end.