TenorOpsPayroll, Shift & Time Calculators · Time Off & HR
Free PTO & Vacation Accrual Calculator | Track Paid Time Off
Calculate earned, used, and remaining Paid Time Off (PTO) balances for upfront or incremental accrual policies in days or hours.
PTO Policy & Dates
Vacation & PTO Accrual Inputs
PTO Balance Summary
Your Available Time Off
Step-by-step guide
How to Use the Free PTO & Vacation Calculator
- 1Enter work period start and end dates
Specify when accrual began and the target date you want to check.
- 2Choose Days or Hours and Upfront vs. Incremental Accrual
Set your annual PTO grant and how hours per workday are defined.
- 3Add starting carryover balance, PTO used, and cap
Review total PTO earned so far, PTO used, and the remaining available balance.
Formula & methodology
How PTO Accrual Is Calculated
For incremental PTO policies, time off is earned proportionally as the employee works through the year:
Earned PTO = Annual PTO Allowance × (Days Elapsed in Period ÷ 365) Available PTO Balance = min(Max Cap, Carryover Balance + Earned PTO) − PTO Used
Common questions
Frequently Asked Questions
What is the difference between upfront PTO and accrual PTO?
Upfront PTO grants the full annual vacation balance on January 1 or the employee's hire anniversary, while accrual PTO earns a fraction of the annual allowance each day, week, or pay period worked.
How do I calculate hourly PTO accrual rate per 40-hour week?
Divide annual PTO hours by 2,080 standard annual work hours. For example, 80 hours of PTO (10 days) divided by 2,080 equals 0.0385 PTO hours earned per hour worked.
What is a PTO accrual cap?
An accrual cap sets a ceiling on how much unused PTO an employee can bank at one time. Once the cap is reached, new accrual pauses until the employee takes time off.
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