PTO Accrual Calculator
PTO plans come in three shapes, and the shape decides everything about how a balance behaves. Accrue per hour worked and a part-time week earns proportionally less. Accrue per pay period and the balance steps up on a fixed schedule regardless of hours. Grant the year up front and the whole entitlement is available in January. This calculator handles all three, converts between annual days and an hourly accrual rate, and shows what a carryover cap will cost you if the balance keeps climbing — the part most people discover only when hours vanish at year end.
15 days on an 8-hour day = 120.
Set this accurately for part-time.
13 biweekly periods is roughly half a year.
Current balance
60 hrs
7.5 days at 8 hours per day.
- Accrual rate
- 4.62 hrs
- Accrued so far
- 60 hrs
- Annual entitlement
- 15 days
per pay period
PTO rules vary by employer and by state, particularly on carryover caps and payout on separation. Treat this as an estimate and check your own policy document.
How to use PTO Accrual Calculator
- 1
Enter your annual entitlement
Type your PTO allowance in hours. If your policy is in days, multiply by your standard day length — 15 days on an 8-hour day is 120 hours.
- 2
Pick how your plan accrues
Choose per hour worked, per pay period, or an annual grant, then set pay periods per year or hours per week to match.
- 3
Add your balance and usage
Enter periods elapsed, any starting balance and hours already taken. Add a carryover cap to see whether you are on track to forfeit time.
Why use this tool
- Per hour worked, per pay period, or annual grant
- Converts between annual days, annual hours and the accrual rate
- Tracks starting balance and hours already used
- Shows hours forfeited to a carryover cap
- Handles part-time schedules correctly
Frequently asked questions
- How do I calculate PTO accrual per hour?
- Divide your annual PTO hours by annual work hours. A 120-hour allowance over a 2,080-hour year accrues at 0.0577 hours for every hour worked — about 4.6 hours per biweekly pay period at 40 hours a week.
- How much PTO is 15 days?
- 120 hours on a standard 8-hour day. The conversion depends on your day length, so a 7.5-hour day makes 15 days 112.5 hours. Always confirm which unit your policy is written in, because mixing days and hours is the most common source of balance disputes.
- What is the difference between accrual and an annual grant?
- Accrual earns PTO gradually as you work, so the balance builds through the year. An annual grant, sometimes called front-loading, makes the full entitlement available at the start. Grants are simpler for employees but create a liability for the employer if someone leaves in February having used three weeks.
- What is a PTO carryover cap?
- A limit on how many hours can roll into the next year, or in some plans on the total balance at any time. Hours above the cap are forfeited unless the policy says otherwise. Caps are common, but several states restrict forfeiting earned vacation, so the rules depend on where you work.
- Does PTO accrue on overtime hours?
- It depends on the policy. Plans that accrue per hour worked often cap accrual at 40 hours a week so overtime does not generate extra PTO; others accrue on all hours. Per-pay-period plans are unaffected by hours worked entirely. Check the wording rather than assuming.
- Do part-time employees accrue PTO differently?
- Under a per-hour plan, yes, and proportionally — someone working 20 hours a week accrues half what a 40-hour employee does. Per-pay-period plans often prorate by full-time equivalent instead. This calculator handles part-time schedules if you set hours per week accurately.
- Do I get paid for unused PTO when I leave?
- That depends on state law and your employer's policy. Some states treat accrued vacation as earned wages that must be paid out on separation; others allow use-it-or-lose-it terms. Sick leave is frequently treated differently from vacation even within the same jurisdiction.
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