FREE PTO Accrual Calculator
Pick a date range and your accrual rate to see how much paid time off you'll have, after your starting balance, used PTO, and any cap, in hours and days.
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What is PTO accrual?
PTO accrual is how employees earn paid time off over time instead of all at once. Rather than a full balance up front, an accrual policy adds a set amount each pay period, or for every hour worked. The balance builds through the year and drops as time off is taken.
Most policies grant it on a set schedule — a fixed number of hours each pay period (weekly, biweekly, semi-monthly, or monthly), or one yearly amount that's often prorated when someone starts midway through the year. Enter your accrual rate and a date range, and the calculator counts the periods, subtracts the PTO you've used, and applies a cap if your policy has one.
How to use this PTO accrual calculator
Set your date range and accrual rate, add any balance details, and read your accrued time and projected balance below. Follow these steps:
- Set your accrual period — choose the start and end dates you want to measure. The default covers the current calendar year.
- Enter your accrual rate — type how many PTO hours you earn each period, then pick the frequency: weekly, biweekly, semi-monthly, monthly, or yearly.
- Add your starting balance — type any PTO you'd already banked at the start of the period (leave it at 0 if you're starting fresh).
- Subtract PTO already used — enter hours you've taken so the projected balance reflects what's actually left.
- Set an accrual cap if you have one — many policies cap how much you can bank. Enter the limit, or leave it at 0 for no cap.
- Read the result — PTO accrued and your ending balance appear instantly in both hours and days.
How PTO accrual policies work
Accrual policies grant time off in a few common ways. Match the calculator's frequency to the one your policy uses:
- Per pay period
- You earn a fixed number of PTO hours on every paycheck, whether that's weekly, biweekly, semi-monthly, or monthly. Set the frequency to match your pay schedule and enter the hours granted each period. Many salaried policies work this way because the amount stays the same each time.
- Annual allotment
- You're granted a full year's worth of PTO at once, often on a hire date or work anniversary. Choose the yearly frequency and enter the annual hours. For someone partway through the year, set the date range to the part they've worked, and the calculator prorates the amount.
- Per hours worked
- Some policies grant a fraction of an hour of PTO for every hour worked — say 1 hour for every 30. It's common in state paid-sick-leave laws, and the total rises with overtime. Convert the rate to a yearly figure with the rate table, then enter that above.
Common accrual rates and what they add up to
These figures assume a full-time schedule of about 2,080 hours a year. Your own total depends on the hours you actually work.
| Accrual rate | Roughly equals | Annual PTO (full-time) |
|---|---|---|
| 1 hour per 30 hours worked | Common paid-sick-leave minimum | ≈ 69 hrs (8.7 days) |
| 1 hour per 40 hours worked | Modest sick-time plan | 52 hrs (6.5 days) |
| 1 hour per 26 hours worked | About two weeks off a year | 80 hrs (10 days) |
| 1 hour per 17.3 hours worked | About three weeks off a year | 120 hrs (15 days) |
| 1 hour per 13 hours worked | About four weeks off a year | 160 hrs (20 days) |
Days assume an 8-hour work day. Adjust the "hours per work day" field if your shifts are longer or shorter.
State paid-sick-leave accrual rules at a glance
Many states require employers to let workers accrue paid sick leave, usually as an accrual rate with an annual usage cap. A few examples below — general information, not legal advice.
| State | Typical accrual rule |
|---|---|
| California | Accrue at least 1 hour per 30 hours worked; employers may cap annual use. |
| Colorado | Accrue 1 hour per 30 hours worked, up to 48 hours a year. |
| Washington | Accrue at least 1 hour per 40 hours worked. |
Rules change and many states have no statewide mandate. Confirm current requirements through the DOL directory of state labor offices before relying on these figures.
PTO accrual calculator FAQ
How is PTO accrual calculated?
PTO accrual is your accrual rate multiplied by the number of periods in your date range. If you earn 4 hours every biweekly paycheck, a full year of 26 periods adds up to 104 hours. This calculator counts the periods between your start and end dates for you, then adds your starting balance and subtracts any PTO you've already used. For guidance on setting and administering policies, SHRM has a practical overview.
What is a typical PTO accrual rate?
A widely used rate is 1 hour of PTO per 30 hours worked, which many state paid-sick-leave laws require and which adds up to roughly 69 hours a year for a full-time employee. Vacation policies vary more — 10 days a year works out to about 1 hour per 26 hours worked, while 20 days is closer to 1 hour per 13 hours worked.
How do I convert PTO hours into days?
Divide your PTO hours by the length of your work day. At a standard 8-hour day, 80 hours of PTO equals 10 days. If you work 10- or 12-hour shifts, the same 80 hours covers fewer days, so set the "hours per work day" field to match your real schedule.
What is an accrual cap?
An accrual cap is the maximum amount of PTO you're allowed to bank. Once you hit the cap, you stop earning more until you use some time and drop below it. Enter your cap in the calculator to see a realistic balance, or leave it at 0 if your policy has no limit.
Does PTO accrue on overtime hours?
It depends on your policy. Under an hours-worked accrual model, overtime hours usually count toward accrual just like regular hours, so working more earns more PTO. Per-pay-period and annual policies typically grant a fixed amount regardless of overtime. Check how your employer's plan is written.
Is PTO accrual required by law?
There's no federal law requiring paid vacation — the U.S. Department of Labor treats it as an agreement between employer and employee. Many states and cities do mandate paid sick leave that accrues as you work, often 1 hour per 30 hours worked. Requirements vary widely by location and change over time, so confirm the rules with your state labor agency.
How much PTO does a new hire earn partway through the year?
Set the date range to the part of the year the new hire has actually worked — their start date through today — and the calculator prorates the accrual automatically. For an annual allotment, choose the yearly frequency and enter the full-year hours; a half-year range returns about half (a 120-hour yearly grant earns roughly 60 hours after 6 months).
Is this calculator free?
Yes. This PTO accrual calculator is free, needs no sign-up, and runs in your browser. Your inputs are saved to local storage, so you can close the tab and pick up where you left off.
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Knowing exactly how much paid time off you've earned keeps
approvals, balances, and payroll honest.
With ShiftFlow, PTO accrual is tied to the hours your team actually works, so balances stay
accurate without spreadsheets or guesswork.
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