Calculate your PTO (Paid Time Off) accrual, track vacation balances, and plan time off based on your work schedule and accrual rate.
Your regular work hours per week
Percentage of hours that accrue as PTO
Your current PTO balance
Hours you plan to take off
Used to convert hours → days (default 8). Change for non-standard schedules.
PTO (Paid Time Off) accrual is the process by which employees earn vacation, sick leave, or personal time based on the hours or days they work. Rather than receiving all their time off at once, employees accumulate PTO gradually over time.
Most employers calculate PTO accrual as a percentage of hours worked. For example, an 8% accrual rate means you earn 0.08 hours of PTO for every hour worked. If you work 40 hours per week, that's 3.2 hours of PTO earned per week.
Note: This tool uses a simple linear percentage model for illustration. Some employers instead grant fixed PTO each pay period (not strictly percent-based), use rounding rules, or cap accruals — check your employer's policy for precise calculations.
Common Accrual Rates:
Input your regular work hours per week. For full-time employees, this is typically 40 hours. Part-time employees should enter their actual weekly hours.
Enter the percentage at which you accrue PTO. This information is typically found in your employment contract or employee handbook. If your employer states "3 weeks per year," that's roughly 6% accrual (120 hours ÷ 2,080 hours = 5.77%).
Enter your current PTO balance in hours. This helps you track what you'll have remaining after taking time off.
If you're planning time off, enter the number of hours you want to take. The calculator will show how long it will take to accrue those hours.
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Check your employee handbook, employment contract, or ask your HR department. If your policy states a number of days per year, you can calculate the rate: divide annual PTO hours by annual work hours. For example, 2 weeks (80 hours) per year at 40 hours/week = 80 ÷ 2,080 = 3.85% accrual rate.
By default this calculator uses an 8-hour workday for conversions (1 day = 8 hours). You can change the Hours per Workday field above to match non-standard schedules (for example 10-hour days).
This depends on your employer's policy. Some companies have "use it or lose it" policies where unused PTO expires at year-end. Others allow unlimited rollover or cap the maximum balance. Check your company's specific policy.
Some employers allow employees to go negative (taking time off before it's accrued), while others do not. If allowed, you would need to work enough hours to bring your balance back to zero. If you leave the company with a negative balance, the deficit may be deducted from your final paycheck (where legally permitted).
Part-time employees typically accrue PTO proportionally based on their hours worked. If you work 20 hours per week instead of 40, you'll accrue half as much PTO. This calculator handles both full-time and part-time accrual automatically.
This varies by state law and company policy. Some states require employers to pay out unused PTO upon termination, while others do not. In "use it or lose it" states, you may forfeit unused time. Always check your local employment laws and company policy.
Company holidays are typically separate from PTO and don't affect your accrual. You continue to accrue PTO based on your regular work schedule, regardless of paid holidays. However, policies vary, so confirm with your HR department.
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