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 monthly accrual rate times months worked in the period. Add any starting balance carried over, then subtract hours already used to get remaining balance. Caps, waiting periods, and probation rules can change what actually posts in HR systems, so treat this as a planning estimate.
What accrual rate should I enter?
Enter the PTO hours you earn each month per your employer’s policy. If accrual is per pay period, convert to monthly first—for example, about 4.62 hours biweekly is roughly 10 hours per month. Handbook tables sometimes list days per year; convert days to hours using your standard day length.
Can I include a starting balance?
Yes. Enter hours rolled over from a prior year or an opening balance at period start. Total available equals starting balance plus newly accrued hours before subtracting usage. If rollover is capped, enter only the hours your policy actually allows to carry forward.
How are PTO days estimated from hours?
Remaining hours are divided by eight to estimate full workdays under a common 8-hour day assumption. If your employer uses 7.5-hour or 10-hour days, rescale the day estimate accordingly. Hour balances remain the precise figure for requesting time in most HR portals.
Does this match my employer's HR system exactly?
Accrual caps, blackout dates, rounding, and tenure tiers vary widely. Use this page to plan vacations, then confirm the official balance in your company’s HR or payroll portal before booking nonrefundable travel. Policy documents override any generic calculator when numbers disagree.
What is the difference between PTO and vacation time?
PTO often combines vacation, personal days, and sometimes sick leave into one bank of hours, while other employers keep separate pools. This calculator tracks total hours regardless of label. If pools are separate, run each category on its own or enter only the bank you want to project.