PTO Accrual Calculator
Track paid time off. Enter the annual allowance, pay-period accrual, and what's been used to see PTO accrued, available, its dollar value, and the projected year-end balance.
Accrued · used · available
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Check it outHow accrual works
Most employers grant PTO gradually each pay period rather than all at once. Your accrued total is the per-period rate times periods elapsed; available PTO is your starting balance plus accrued minus used. A maximum accrual cap can freeze further earning until you use some — and the dollar value shows the liability on the books.
How it’s calculated
Accrued = per-period rate × periods elapsed. Available = starting balance + accrued − used (capped if a maximum is set).
Results update as you type and are estimates, not professional advice — verify important decisions with a qualified professional.
Worked example
An 80-hour annual policy accrues ~3.08 hours per bi-weekly period; after 10 periods and 16 used, ~14.8 hours remain.
Common mistakes
- Using the wrong accrual frequency.
- Forgetting an accrual cap that stops further earning.
Where it is used
- Checking an employee's PTO balance and value.
- Projecting a year-end or payout balance.
Frequently asked questions
How is per-period accrual calculated?
Annual allowance divided by the number of pay periods. 80 hours over 26 biweekly periods is about 3.08 hours each.
What's an accrual cap?
A ceiling on banked PTO. Once you hit it, you stop accruing until you use some — a common 'use it or lose it' alternative.
Why does PTO have a dollar value?
Accrued PTO is often paid out at termination, so it's a real liability for the employer at the employee's wage.
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