This estimate does not replace payroll.
Make time for time off
Enter dates in MM/DD/YYYY format (for example, 01/15/2026).
The starting balance already includes credits through the start date. Carryover is capped on January 1 before any new credit; this is not an ongoing balance cap. No PTO use is deducted. Partial periods do not earn a prorated credit.
Each row shows a credit date or a year-end carryover adjustment. Calculations retain precision; displayed hours are rounded to two decimals.
| Date | Event | Earned (h) | Reduced (h) | Balance (h) |
|---|
Calculated in your browser · No login · No data stored
This free PTO accrual calculator estimates how much paid time off you earn and what your balance will be on a future date. Choose how PTO accrues, enter your pay frequency and starting balance, add a carryover cap if your policy has one, and see each credit in a table you can print. It runs in your browser and stores nothing. Check your employer's policy; the result is an estimate.
With per-hour accrual, PTO earned is the accrual rate times the hours worked. At 0.05 hours of PTO per hour and 80 hours per biweekly pay period, that is 4 hours of PTO each pay period. With per-pay-period accrual, the same fixed number of hours is credited each pay period. Hourly employees usually accrue per hour worked, which is what a PTO calculator for hourly employees needs to handle.
PTO is credited on each completed pay-period date, weekly, every two weeks, twice a month or monthly. Partial periods do not earn a prorated credit. If you use it as a biweekly PTO calculator, enter the first credit date and the tool steps forward 14 days at a time.
A carryover cap limits how much unused PTO moves into the new year. The calculator applies it on January 1, before any new credit, and shows the reduction as its own line. It is not an ongoing cap on your balance during the year.
To find an accrual rate, divide the PTO hours given per year by the hours worked per year. Eighty hours of PTO for a full-time schedule of 2,080 hours is about 0.0385 hours of PTO per hour worked. To turn PTO hours into days, divide by the hours in a workday: 40 hours is 5 days at 8 hours a day.
The calculator does not deduct PTO you have used, and it does not handle waiting periods, prorated first years or PTO payout at the end of employment. Those depend on your employer's policy and, in some states, the law. For more, see PTO payout rules and accrual rules.
A projection is a good check, but balances change every time someone takes a day off. With Cloud Time Manager, which is free, PTO accrues from tracked hours, requests and approvals happen in the app, and every employee sees an up-to-date balance.
Multiply your accrual rate by the hours worked in each pay period, or use the fixed hours your employer credits each pay period. Add each credit to your starting balance. For example, 0.05 hours per hour worked over an 80-hour pay period earns 4 hours of PTO.
It depends on your employer's policy. Divide the yearly PTO hours by the hours worked per year to find the rate. Eighty hours a year on a 2,080-hour schedule is about 0.0385 hours of PTO for each hour worked.
Divide your PTO hours by the number of hours in your workday. On an 8-hour day, 40 hours of PTO is 5 days. On a 10-hour day, it is 4 days.
That depends on your employer's policy and your state. Some policies let you carry over a capped amount, some pay out unused PTO, and some reset the balance. Enter your carryover cap to see its effect on your projected balance.
