Workforce tools
Vacation accrual & PTO balance calculator
Free vacation accrual calculator and PTO accrual calculator for US teams — also useful when you search for a paid time off calculator or need to calculate PTO accrual per pay period. Enter annual PTO, accrual frequency, carry-over, and hours used to see PTO remaining, your PTO accrual rate, and hours converted to days (including non‑8‑hour shifts). Export CSV or PDF when you are done.
What this vacation accrual calculator does
This PTO balance calculator estimates how much paid time off you have earned under a typical US employer accrual policy. Enter annual PTO (days or hours), how often time accrues (weekly, bi-weekly, semi-monthly, or monthly), your policy year start, carry-over, and PTO already used — then read accrued, used, and remaining in days and hours.
Unlike a paycheck calculator or overtime calculator, this tool focuses on time-off banks, not wages. For unplanned absences (not PTO), use the absence rate calculator. For statutory leave rules outside the US, see our paid time off glossary.
Pay-period accrual
See accrual rate per period and remaining balance after use.
Hours ↔ days
Configurable hours per workday for hospitality, retail, and care shifts.
Advanced policies
Optional per-hour-worked accrual, hire-date pro-rata, and accrual caps.
CSV/PDF export
Download inputs and breakdown for HR reviews or personal planning.
How to calculate PTO accrual
Most US employers accrue PTO with two simple formulas:
Accrual rate = Total annual PTO hours ÷ Number of accrual periods per year
PTO available = Starting balance + (Accrual rate × Periods elapsed) − PTO used
Worked example: 80 hours of PTO per year on bi-weekly payroll → 80 ÷ 26 ≈ 3.08 hours per pay period. After 10 periods with 16 hours used: (3.08 × 10) − 16 ≈ 14.8 hours remaining (~1.85 days at 8 hours per day).
Per hour worked
Some employers accrue PTO per hour worked: annual PTO hours ÷ annual hours worked (often 2,080 for full-time). The advanced panel supports that method for part-time schedules.
PTO accrual per pay period
Divide annual PTO hours by the number of accrual periods in your payroll calendar:
| Payroll frequency | Periods per year | 80 annual PTO hours → rate |
|---|---|---|
| Weekly | 52 | 1.54 h / week |
| Bi-weekly | 26 | 3.08 h / period |
| Semi-monthly | 24 | 3.33 h / period |
| Monthly | 12 | 6.67 h / month |
Use the calculator above for your exact dates, carry-over, and hours used. To count working days for planning time off, try the working days calculator.
PTO calculator: hours to days
Convert PTO hours to days by dividing by your standard workday length:
PTO days = PTO hours ÷ Hours per workday
Examples at 8 hours per workday: 32 hours = 4 days; 72 hours = 9 days; 80 hours = 10 days. Shift teams with 10-hour days should change the workday length in the calculator — the same hour bank converts to fewer days.
Average US PTO and accrual benchmarks
There is no federal law requiring private employers to offer PTO. Most accrual math is handbook-driven. For orientation, the U.S. Bureau of Labor Statistics (BLS) reports that many private-sector workers receive paid vacation — often on the order of 10–14 days after one year, with higher averages after longer tenure (exact figures change each survey year).
Use BLS tables for macro context only; your employer’s annual grant, accrual frequency, and caps belong in the calculator above. Tech and union employers may grant 15–20+ days upfront or via accrual — still policy-specific, not a national minimum.
Source: BLS National Compensation Survey — employee benefits (paid leave tables). For hourly accrual methods, see the advanced panel and our FAQ on PTO accrual per hour worked.
Planning PTO on shift schedules
Accrual math is only half the story for restaurants, retail, and care teams — coverage matters. Track balances consistently in your HRIS, align accrual frequency with payroll, and plan time off against scheduled demand.
Ordio helps teams pair absence management with scheduling so approved PTO blocks coverage on the rota — not only in email threads.
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Frequently asked questions about this vacation accrual calculator
What is the formula for calculating PTO accrual?
Accrual rate = Annual PTO hours ÷ Accrual periods per year. Then PTO available = Starting balance + (Accrual rate × Periods elapsed) − PTO used. The calculator applies these formulas with your dates and frequency.
How much PTO do I accrue per pay period?
Divide your annual PTO hours by payroll frequency: bi-weekly ÷ 26, semi-monthly ÷ 24, monthly ÷ 12, weekly ÷ 52. Example: 120 hours/year on bi-weekly payroll → about 4.62 hours each period.
What is a typical accrual rate for vacation?
Policies vary. BLS employee benefits data shows many US private-sector workers receive about 10 days of paid vacation after one year, rising with tenure. Tech employers often grant 15–20 days upfront or via accrual. Use your handbook number in the calculator — not a national mandate.
How many days is 32 hours of vacation in PTO?
At an 8-hour workday, 32 hours = 4 days. At 10-hour shifts, 32 hours = 3.2 days. Set hours per workday in the calculator for your schedule.
How many days is 72 hours of PTO?
At 8 hours per day, 72 hours = 9 days. At 7 hours per day, 72 hours ≈ 10.3 days.
How to calculate PTO accrual per hour worked?
Accrual rate per hour = Annual PTO hours ÷ Annual hours worked (often 2,080 full-time). Multiply by hours worked in the period. Enable Per hour worked in the advanced panel.
What is the difference between PTO and vacation?
PTO is usually one bank for vacation, sick, and personal time. Vacation sometimes means vacation-only leave in older policies. This calculator models a single PTO bank — see our PTO glossary.
Is this the same as German Urlaubsanspruch?
No. This tool models US employer PTO accrual policies. Statutory minimum vacation in Germany follows different rules (BUrlG). For US teams, use this calculator; for German statutory leave, use resources focused on German employment law — not a direct translation of this page.
How is PTO accrual different from salary after PTO?
This calculator tracks time-off balances. Adjusting annual salary for paid holidays is a separate payroll concept. For gross pay after vacation days, see the annual income calculator PTO adjustment mode.
What happens to unused PTO?
Depends on employer policy and state law. Some states treat accrued PTO as wages due at separation; others allow use-it-or-lose-it rules in specific cases. This calculator does not model payout law — confirm with HR and official state labor resources.
Do part-time employees accrue PTO?
There is no federal requirement to offer PTO. Many employers prorate annual grants or accrue per hour worked for part-time staff. Use hire-date pro-rata or per-hour-worked mode in the advanced panel.
How do I check my PTO accrual rate?
Check your employee handbook or HRIS accrual policy for annual hours, frequency, and caps. Enter those values here to reproduce the math. If the calculator and HRIS disagree, the HRIS policy engine is authoritative.
Is 3 weeks of PTO 15 or 21 days?
It depends what “week” means in your policy. Many US PTO banks count workdays, not calendar days: 3 weeks × 5 workdays = 15 days (often 120 hours at 8 hours per day). 21 days usually means three calendar weeks of seven days — uncommon for hour-based PTO unless your handbook says calendar days. When in doubt, use hours in the calculator.
How many 8-hour days is 80 hours of PTO?
At an 8-hour workday, 80 hours = 10 days of PTO. That matches a common 10-day annual grant expressed as 80 hours. Change hours per workday if your shifts are longer or shorter.
How many days of PTO is 140 hours?
At 8 hours per day, 140 hours = 17.5 days. At 10-hour shifts, 140 hours = 14 days. Enter 140 in your used or remaining hours and set workday length to match your schedule.
Is PTO accrued based on hours worked?
Often yes for part-time or hourly staff: employers set annual PTO hours ÷ annual hours worked (frequently 2,080 for full-time) and multiply by hours actually worked. Salaried employees more often use fixed accrual each pay period. Toggle Per hour worked in the advanced panel to model that method.