PTO Calculator — Accrual Rate, Used Hours & Remaining Balance
Track paid time off by calculating accrued hours from your monthly accrual rate, adding any starting balance, subtracting hours used, and showing your remaining PTO balance in hours and approximate days.
PTO Accrual
Track earned, used, and remaining paid time off.
PTO Balance
Accrued and remaining hours.
Remaining Balance
52 hrs
76 available − 24 used
Methodology and limitations
Last reviewed:
Methodology
Accrued hours = monthly accrual rate × months worked; remaining = starting balance + accrued − used.
Limitations
Employer caps, rounding, and policy rules are not modeled.
How PTO Accrual and Balance Work
Track paid time off by calculating accrued hours from your monthly accrual rate, adding any starting balance, subtracting hours used, and showing your remaining PTO balance in hours and approximate days.
Method used
The calculator multiplies monthly accrual rate by months worked for newly earned hours, adds any starting balance, subtracts hours used, and converts remaining hours to approximate workdays.
Accrued = rate × months; remaining = starting balance + accrued − used; days ≈ remaining ÷ 8
Practical example
Earning 10 PTO hours per month over 6 months with a 8-hour starting balance and 24 hours used leaves 44 hours, or about 5.5 workdays at 8 hours per day.
- Monthly accrual rate in hours
- Months worked in the period
- Starting balance and hours used
The result shows accrued hours, total available, remaining balance, and estimated days off.
Assumptions
- Accrual is linear at the entered monthly rate.
- One workday equals 8 hours unless your employer uses a different standard.
- No accrual caps or waiting periods are modeled.
What this includes
- Accrued hours, starting balance, hours used, remaining hours, and day estimate.
What this excludes
- Employer accrual caps, use-it-or-lose-it rules, blackout dates, sick-time pools, and state-mandated leave laws.
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Frequently Asked Questions
How is PTO accrual calculated?
Accrued hours equal your accrual rate per month times the number of months worked in the period. Add any starting balance carried over, then subtract hours already used to get your remaining balance.
What accrual rate should I enter?
Enter the number of PTO hours you earn each month according to your employer's policy. If your policy accrues per pay period, convert to a monthly rate first (for example, 4.62 hours per biweekly period is roughly 10 hours per month).
Can I include a starting balance?
Yes. Enter hours rolled over from a prior year or an opening balance at the start of the accrual period. Total available equals starting balance plus newly accrued hours.
How are PTO days estimated from hours?
The calculator divides remaining hours by eight to estimate full workdays. If your employer uses a different day length (such as 7.5 hours), adjust the result accordingly.
Does this match my employer's HR system exactly?
Accrual caps, waiting periods, blackout dates, and rounding rules vary by employer. Use this as a planning estimate and confirm your official balance in your company's HR or payroll portal.
What is the difference between PTO and vacation time?
PTO (paid time off) often combines vacation, personal days, and sometimes sick leave into one bank of hours. This calculator tracks total PTO hours regardless of label. If your employer keeps separate pools, run each pool separately or enter only the category you want to track.