PTO accrual calculator

Estimate earned time off and a projected balance from the rules you supply. This free PTO calculator takes an opening balance, hours earned per period, the number of periods and hours used. It shows the arithmetic in hours so you can check a plan against your own leave policy.

How to calculate PTO accrual

1. Enter the opening PTO balance in hours, before the periods you want to model.
2. Enter the hours earned in each accrual period. Use the rate from the applicable policy or employment agreement.
3. Enter the number of complete accrual periods. This must be a whole number; the tool does not prorate part of a period.
4. Enter the hours used during the same span. Include planned leave only if you want a projection that includes it.
5. Select Calculate, or choose Use example to try the figures below. Copy the result to keep it with your working notes.

Keep the period consistent. A rate of four hours per pay period multiplied by twelve pay periods is different from four hours per month multiplied by twelve months. The calculator does not choose a payroll frequency or count dates for you.

PTO accrual formula and example

Earned hours = hours earned per period × number of periods

Projected balance = opening hours + earned hours − hours used

The built-in example uses these figures:

Four hours × twelve periods gives 48 earned hours. The opening 24 hours plus 48 earned hours, less 16 used hours, gives a projected PTO balance of 56 hours.

If the policy uses an eight-hour working day, 56 hours would equal seven such days. That conversion is an illustration, not a default rule: this paid time off calculator reports hours and does not assume how long a person's working day is.

Check the policy before using the balance

This model uses a fixed accrual rate. It does not apply maximum balances, carryover limits, waiting periods, tenure changes, frontloaded allowances, expiry dates or accrual based on hours actually worked. Break a changing-rate scenario into separate calculations and carry each result into the next opening balance only after checking those rules.

The U.S. Department of Labor explains that leave benefits are generally governed by the employer's arrangement with employees, while some leave is required by law. Use the policy and requirements that apply to your situation; a calculated balance does not establish an entitlement. U.S. Department of Labor: leave benefits.

Use the time off request form to prepare dates for review. If your records use hours and minutes, the hours to decimal converter can convert a duration before you enter it here.

Frequently asked questions

Can I use this as a vacation accrual calculator?

Yes, when the vacation policy earns a fixed number of hours per period. Enter vacation hours separately from other leave banks so the result represents the balance you intend to measure.

Why can the result be negative?

A negative result means the hours used exceed the opening balance plus hours earned in this scenario. The calculator shows that shortfall instead of changing it to zero. It does not decide whether borrowing future leave is permitted.

Does it update a leave account or keep my inputs?

No. This standalone calculation does not read or update an employee record. Copy the result before leaving the page; its calculator inputs are not saved as a leave ledger.

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