PTO Accrual Calculator
Track how much paid time off you've earned based on hours worked, your accrual rate, and any PTO already used. Ideal for employees checking their balance mid-pay period or planning upcoming time off.
About this calculator
PTO accrual is the process by which employees earn paid time off incrementally as they work. The core formula is: New Balance = min(currentBalance + (hoursWorked × accrualRate) − ptoUsed, maxAccrual). The accrual rate expresses how many PTO hours you earn per hour worked — for example, a rate of 0.0385 yields roughly 80 hours per year for a full-time worker. The max accrual cap prevents balances from growing indefinitely, a common employer policy to encourage employees to take time off. Subtracting ptoUsed accounts for any leave taken during the same period. This formula gives your true end-of-period PTO balance, respecting both what you've earned and the employer's ceiling.
How to use
Suppose you have a current PTO balance of 24 hours, worked 80 hours this pay period, have an accrual rate of 0.05 hrs/hr, used 8 hours of PTO, and your employer caps accrual at 120 hours. Step 1: Calculate earned PTO → 80 × 0.05 = 4 hours. Step 2: Add to current balance → 24 + 4 = 28 hours. Step 3: Subtract PTO used → 28 − 8 = 20 hours. Step 4: Apply the cap → min(20, 120) = 20 hours. Your new PTO balance is 20 hours.
Frequently asked questions
How is PTO accrual rate calculated per hour worked?
Your accrual rate is determined by dividing your annual PTO allotment by your total annual working hours. For example, if you receive 80 hours of PTO per year and work 2,080 hours (40 hrs/week × 52 weeks), your rate is 80 ÷ 2,080 ≈ 0.0385 hours per hour worked. Employers set this rate in your offer letter or employee handbook. Rates vary widely — more senior employees often accrue at higher rates.
What does a maximum PTO accrual cap mean for my balance?
A maximum accrual cap is the highest number of PTO hours your employer allows you to bank at any one time. Once you hit the cap, you stop earning additional PTO until you use some of your balance. For instance, if your cap is 120 hours and your balance reaches that level, any further accrual is forfeited until you take time off. This policy encourages employees to use their leave regularly and limits the company's financial liability.
How does PTO used in the same period affect my accrual calculation?
PTO used during the current pay period is subtracted from the running balance in the same calculation step, giving you an accurate end-of-period snapshot. Using PTO lowers your balance but does not reduce your accrual earnings for that period — you still earn based on hours actually worked. If you used more PTO than you accrued, your balance will decrease. Keeping track of PTO used each period prevents surprises when planning future time off.