Vacation Accrual Calculator
Track PTO earned from hours worked.
e.g. 0.0385 ≈ 80 hr/year
Results update as you type.
How it works
Many employers grant paid time off that builds up gradually as you work, and this calculator tracks how much PTO you have earned and your current balance. You enter the hours you have worked, your accrual rate, your starting balance, and any PTO hours you have already used, and it returns the hours accrued, your current balance, and that balance expressed in days. The accrual rate is the key figure: it is how much paid time off you earn for each hour worked. For example, a common full-time benefit of 80 hours (two weeks) of PTO per year over a standard 2,080-hour work year works out to about 0.0385 hours of PTO per hour worked. Employers express accrual in different ways — per hour, per pay period, or per month — so convert yours to an hourly rate for this calculator, or enter the per-period amount as the rate with periods as the hours if that is simpler. Tracking your balance helps you plan time off, know how much vacation you can take, and understand the value of unused PTO, which some employers pay out when you leave. Enter your hours worked, accrual rate, and balances to see your PTO.
Accrued = hours worked × accrual rate; balance = start + accrued − used
PTO accrued equals the hours you have worked times your accrual rate, the fraction of an hour of paid time off earned per hour worked. Your current balance is the starting balance plus what you have accrued minus the hours you have used. Dividing hours by eight converts the balance to days.
Source:PTO accrual arithmetic
We review all our tools from time to time to ensure accuracy.
Worked example
How to use this calculator
- 1
Enter your values
Enter hours worked and accrual rate.
- 2
Adjust the options
Adjust starting balance and pto hours used if they apply — sensible defaults are already set.
- 3
Read your result
PTO accrued updates instantly as you type — no button to press.
Frequently asked questions
How does PTO accrual work?
With accrual-based PTO, you earn paid time off gradually as you work, rather than getting it all at once. Each hour worked adds a small fraction of an hour to your balance, set by your accrual rate. Over the year this builds to your full annual allotment, and you draw it down as you take time off.
How do I find my accrual rate?
Divide your annual PTO hours by the hours you work in a year. For 80 hours of PTO over a 2,080-hour full-time year, the rate is about 0.0385 hours of PTO per hour worked. If your employer states accrual per pay period or per month instead, use that figure directly or convert it to an hourly rate for this calculator.
How many days is my PTO balance?
Divide your PTO hours by the length of your standard workday, usually eight hours, to convert to days. A 48-hour balance is six 8-hour days. This helps you think of your balance in terms of actual days off you can take, which is often more intuitive than tracking it purely in hours.
Do unused PTO hours carry over or get paid out?
It depends on your employer and local law. Some plans let unused PTO roll over to the next year, sometimes with a cap, while others have a use-it-or-lose-it policy. Many employers pay out accrued, unused PTO when you leave, and some jurisdictions require it. Check your employee handbook and local rules for how your PTO is treated.
Does PTO accrue while I am on leave?
Usually PTO accrues based on hours actually worked, so time spent on unpaid leave typically does not add to your balance, while paid time often does, depending on the policy. Because rules vary by employer, check whether your accrual is tied strictly to hours worked or to your regular schedule to know how leave affects your balance.