This calculator models how paid time off accumulates and is consumed across any date range you choose. It supports the three most common accrual approaches used by HR teams: per hour worked, per week worked, and per month worked. Use the Start/End dates to define the accrual window (a full year is typical), enter any hours you carried forward, tell the tool how you earn PTO, and add the days you’ve already taken, the calculator takes care of the rest.

What the inputs mean

• Start / End dates – the period over which we measure accrual. Employers commonly use the calendar year, an anniversary year, or a fiscal period.

• Previous balance – PTO hours available at the beginning of the period; these are added to new accruals.

• Accrue (amount) – how many hours you receive each accrual interval.

• For every – choose whether that accrues per hour, per week, or per month worked. Each choice changes how the calculator totals accruals across the date range.

• Hours per day – your typical shift length (used to convert days into hours and vice versa). This lets the calculator show both hours and full-day equivalents.

• Days worked – select which weekdays you normally work so the calculator counts only scheduled workdays when estimating hours.

• Days off – PTO days you’ve already taken inside the period (entered as days; the calculator converts to hours using Hours per day).

• Max hours (cap) – if your policy caps accrual at a maximum balance, enter that cap; the calculator stops further accrual once the cap is reached.

How accrual is calculated

• Hour-based accrual: the calculator multiplies the number of work hours in the date range by the hourly accrual rate to compute new hours earned. This is ideal for employers who accrue PTO proportionally every hour worked.

• Week-based accrual: the calculator awards the accrual amount for each week during which at least one scheduled workday occurs. This matches policies that credit PTO at the end of a workweek.

• Month-based accrual: the calculator grants the accrual amount for each month that contains at least one scheduled workday, matching monthly credit rules.

Common payroll and policy nuances

• Overtime and special pay: most employers calculate PTO only on regular hours, not on overtime; confirm your company’s rule before assuming overtime increases accrual.

• Prorating for mid-year hires: new employees are often given a prorated amount of PTO based on hire date and the remaining portion of the accrual period; this calculator shows prorated results by limiting the date range.

• Carryover rules and caps: state law and company policy determine whether unused hours carry over, are capped, or are forfeited; if you have a cap, enter it so the ending balance reflects the real policy.

How to read the results

• Total days / hours worked – an estimate of scheduled work within your chosen date range (useful for understanding accrual exposure).
• Hours accrued – new PTO earned during the period (not including previous balance).
• Hours used – PTO you’ve already taken (shown as a deduction).
• Ending balance – the total hours available after accrual and usage, with the cap applied if you set one. The calculator also shows the equivalent number of full workdays. These figures are best used as planning estimates; final payroll records may differ slightly because actual daily hours can vary.

Examples

• Full-time annual example: If you’re full time, work an 8-hour day, and accrue 80 hours/year, set Accrue = 0.0385 with “Hour Worked” checked – that produces roughly 80 hours over a year if you work all scheduled days.

• Weekly credit example: If your company gives 3.33 hours each week, pick “Week Worked” and enter 3.33 – the calculator will add that amount for every worked week in the range.

Practical tips

• Confirm your company’s accrual rules before entering numbers – small differences (hourly vs weekly credit, inclusion of overtime, cap rules) change outcomes.

• Use the Start/End dates to model different scenarios: full year, remaining months after a mid-year hire, or a short policy testing period.

• If results look off, double-check Hours per day and Days worked – those settings are the most common causes of unexpected totals.

For HR and employers

• Validate the calculator’s assumptions against payroll reports or timesheets before applying results to pay or disciplinary decisions. Tools that integrate directly with timesheets can compute balances automatically and avoid manual errors.

FAQs

Q1. Can I use PTO while it’s still accruing?

A: That depends on policy some employers restrict usage until hours are earned; others allow borrowing against future accrual. Check your handbook or ask HR.

Q2. Do I keep unused PTO year to year?

A: It varies. Many organizations allow limited carryover or impose a cap; some jurisdictions require payout at termination. Enter any carryover in Previous Balance to see how it affects totals.

Q3. Why does the calculator sometimes differ from payroll?

A: Payroll uses actual clocked hours, retro adjustments, and precise pay-period boundaries. This calculator uses scheduled days and the values you enter; it’s an estimate for planning and verification.

Sources: OnTheClock, PurelyHR, InchCalculator, ActiPlans, VacationTracker, Timesheets.com, BuddiesHR, HR Partner, Revaluate180, and PTOAccrualCalculator.