PTO accrual calculator
Enter how your employer accrues PTO. See your balance on any date, with caps applied.
Balance on January 1, 2027
104.00
hours
- Earned per pay period
- 4.00 h
- Earned per year
- 104.00 h
- In workdays
- 13.00
Calculated in your browser. Nothing you enter is sent to us. How this works
What is PTO accrual?
PTO accrual is the paid time off you earn as you work. The rate is usually set per hour worked, per pay period, or per year. At 1 hour for every 30 hours worked, someone working 80 hours per biweekly period earns 2 hours 40 minutes each period, about 69 hours a year.
How it works
- Pick the method your employer uses. Per hour worked is common for part-time and hourly staff. Per pay period and per year are common for salaried staff.
- Enter your starting balance and its date. Take both from your latest pay stub.
- Add any caps. A balance cap stops accrual. A carryover limit trims the balance when the year resets.
- Pick a date. You get the projected balance in hours and in workdays.
Worked example 1: per hour worked
Rate: 1 hour for every 30 hours worked. Starting balance: 12 hours. Six biweekly pay periods of 80 hours each.
- Hours worked: 6 × 80 = 480
- PTO earned: 480 ÷ 30 = 16 hours
- New balance: 12 + 16 = 28 hours
- In 8-hour workdays: 28 ÷ 8 = 3.5 days
Worked example 2: per year, with a cap
Rate: 120 hours a year, paid semimonthly (24 periods), so 120 ÷ 24 = 5 hours per period. Balance cap: 40 hours. Current balance: 38 hours.
- Next period: 38 + 5 = 43, but the cap is 40. The balance stops at 40 hours, and the other 3 hours are never earned.
- Accrual starts again once you take time off and drop below 40.
Common accrual rates, converted
| Policy | Per hour worked | Per biweekly period (80 h) | Per year (2,080 h) |
|---|---|---|---|
| 1 h per 30 h | 0.0333 h | 2.67 h | 69.33 h |
| 1 h per 40 h | 0.025 h | 2 h | 52 h |
| 80 h a year | 0.0385 h | 3.08 h | 80 h |
| 120 h a year | 0.0577 h | 4.62 h | 120 h |
| 160 h a year | 0.0769 h | 6.15 h | 160 h |
Last reviewed: How we calculate this
Frequently asked questions
How is PTO accrual calculated?
Multiply the hours or pay periods you work by your accrual rate. At 1 hour of PTO for every 30 hours worked, 80 hours of work earns 80 ÷ 30 = 2.67 hours, or 2 hours 40 minutes. If your policy gives a yearly amount, divide it by the number of pay periods: 120 hours over 26 biweekly periods is 4.62 hours each.
Does federal law require paid time off?
No. The Fair Labor Standards Act does not require payment for time not worked, such as vacation or holidays. PTO comes from your employer's policy or a contract. Many states and cities do require paid sick leave, which follows its own accrual rules.
What is the difference between a balance cap and a carryover limit?
A balance cap stops accrual while your balance is at the cap. Nothing more is earned until you use some time off. A carryover limit applies once a year, when the year resets: hours above the limit are dropped or paid out, depending on the policy and your state.
Is "use it or lose it" legal?
It depends on the state. California, for example, treats earned vacation as wages that can't be taken away, though employers may cap accrual. Other states allow forfeiture if the policy says so in writing. Check your state labor department.
Do I earn PTO while I'm on PTO?
That depends on your employer's policy. Some count paid leave hours as hours worked for accrual and some don't. If yours doesn't, enter only the hours you actually worked.
Why does 1 hour per 30 hours come up so often?
It is the minimum accrual rate in several state paid sick leave laws, California's among them. Many employers use the same rate for general PTO so they only have to track one accrual.