Free tool
PTO accrual calculator
Enter the yearly allowance and the pay schedule. You get what an employee earns each payday and their balance on any date, with carryover, time already taken and a cap if your policy has one. No account. Nothing you type leaves your browser.
Enter the dates to see the balance.
How this is computed
Accrual per payday
The yearly allowance divided by the paydays in a year: 52 weekly, 26 every two weeks, 24 twice a month, 12 monthly. 80 hours a year paid every two weeks is 3.08 hours each payday.
Paydays counted
Completed pay periods between the start date and the date you calculate on. Weekly and every-two-weeks periods run from the start date; twice-a-month periods end on the 15th and the last day of the month; monthly periods end on the same day each month (the last day in a shorter month).
Balance
What was carried in, plus what accrued, minus what was taken, held at the max balance if you set one. Real payroll systems apply a cap as each payday posts, so a balance that hit the cap and was then used can differ slightly from this estimate.
Per hour worked
The same yearly allowance spread over a 2,080-hour full-time year (40 hours x 52 weeks). Useful when a policy says "1 hour for every N hours worked".
What it does not do
It does not know your state's or city's leave rules, your payroll calendar's holidays, or hours an employee actually worked. It is arithmetic on the numbers you give it, meant for checking a balance or setting up a policy, not for payroll.
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Common questions
How do I calculate PTO accrual per pay period?
Divide the yearly allowance by the number of paydays in a year. 80 hours on an every-two-weeks schedule is 80 / 26 = 3.08 hours per payday; 120 hours paid twice a month is 120 / 24 = 5 hours.
How do I convert a yearly PTO allowance to an hourly accrual rate?
Divide the yearly hours by the hours in a full-time year, 2,080 (40 x 52). 80 hours a year is about 0.0385 hours per hour worked, roughly 1 hour for every 26 hours worked.
Does this apply my state's paid sick leave rules?
No. Some states and cities set their own paid-leave rules, including minimum accrual rates, caps and carryover. This calculator only does the arithmetic for the numbers you enter; check the rules where your staff work.
Is anything I type saved or sent?
No. The calculator runs entirely in your browser and makes no network request. Close the tab and it is gone.