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PTO Accrual Calculator: How Much Paid Time Off You Earn
Use this PTO accrual calculator to see how much paid time off you earn each paycheck and each year. Enter your accrual rate, either hours per hours worked or days a year, plus your weekly hours and pay schedule. You also see when you will hit a balance cap and what your PTO is worth.
PTO accrual means earning paid time off a little at a time, usually each pay period or for every hour you work, instead of getting it all at once.
- Hours-worked or days-a-year policies
- Balance, cap and value in dollars
- Works for full-time and part-time
- Free, private, no sign-up
2026Pay tool
Estimates for paychecks paid in 2026 using each agency’s published withholding method. Your employer’s payroll may differ by a few cents through rounding or plan details. This is not tax, legal or financial advice.
Last updated October 21, 2026 · By Hamza Akram · How we calculate
How to Use the PTO Accrual Calculator
Quick answer
Choose how you earn PTO: hours for every hours worked, or days a year. Enter your rate, the hours you work each week and your pay frequency. Add your current balance, any cap and your hourly pay if you like. The PTO accrual calculator then shows PTO per paycheck, per year, your balance in 12 months and its value.
Pick your accrual method.
Check your handbook: "1 hour per 30 hours worked" or "15 days a year" are common.
Enter your rate.
Type the hours earned and the hours worked, or the days per year.
Enter your weekly hours.
Part-time workers should use their usual hours.
Choose your pay frequency.
This splits the yearly total into each paycheck.
Add balance, cap and pay.
Optional. See when you reach the cap and what your time off is worth.
How to Calculate PTO Accrual
Quick answer
For an hours-worked policy, divide the PTO hours by the hours worked to get your rate, then multiply by the hours you work. At 1 hour per 30 worked and 40 hours a week, that is 40 ÷ 30 × 52 = 69.3 hours a year. For a days-a-year policy, multiply the days by your hours in a workday.
Worked example1 hour of PTO for every 30 hours worked
- Accrual rate: 1 ÷ 30 = 0.0333 hours of PTO per hour worked.
- Hours worked a year: 40 × 52 = 2,080.
- PTO a year: 2,080 × 0.0333 = 69.3 hours (about 8.7 eight-hour days).
- PTO per biweekly paycheck: 69.3 ÷ 26 = 2.67 hours.
- Value at $25 an hour: 69.3 × $25 = $1,733 a year.
PTO Accrual Rates Table
Quick answer
This PTO accrual table converts common policies into hours. Two weeks of PTO (80 hours) works out to 3.08 hours per biweekly paycheck, three weeks (120 hours) to 4.62 hours and four weeks (160 hours) to 6.15 hours. For hourly-rate policies, 1 hour per 40 worked gives 52 hours a year at full time.
| PTO a year | Weekly (52) | Every two weeks (26) | Twice a month (24) | Monthly (12) | Per hour worked |
|---|---|---|---|---|---|
| 5 days (40 hrs) | 0.77 | 1.54 | 1.67 | 3.33 | 0.0192 |
| 10 days (80 hrs) | 1.54 | 3.08 | 3.33 | 6.67 | 0.0385 |
| 15 days (120 hrs) | 2.31 | 4.62 | 5.00 | 10.00 | 0.0577 |
| 20 days (160 hrs) | 3.08 | 6.15 | 6.67 | 13.33 | 0.0769 |
| 25 days (200 hrs) | 3.85 | 7.69 | 8.33 | 16.67 | 0.0962 |
PTO Accrual for Part-Time Workers
Quick answer
Part-time workers on an hours-worked policy earn PTO in proportion to their hours. At 1 hour per 30 worked, someone working 20 hours a week earns about 34.7 hours a year, half of a full-time worker’s 69.3 hours. Days-a-year policies may be prorated by your schedule, so check your handbook.
| Hours a week | Hours worked a year | PTO a year |
|---|---|---|
| 20 | 1,040 | 34.7 hours |
| 25 | 1,300 | 43.3 hours |
| 30 | 1,560 | 52.0 hours |
| 35 | 1,820 | 60.7 hours |
| 40 | 2,080 | 69.3 hours |
PTO Caps, Carryover and "Use It or Lose It"
Quick answer
Many employers cap your PTO balance. Once you reach the cap, you stop earning until you use some time off. Others limit how much you can carry into the next year. A few states, such as California, do not allow employers to take away vacation you have already earned, though a reasonable cap on future accrual is allowed.
Enter your cap in the PTO accrual calculator to see how many paychecks you have before you hit it. That way, you can plan time off before you stop earning.
PTO vs. Vacation vs. Sick Leave
Employers set up time off in two main ways. Some give one combined PTO bank that you can use for any reason. Others keep separate vacation and sick leave balances, and each one may accrue at its own rate. In that case, run the PTO accrual calculator once for each balance.
One PTO bank
- Simple to track, and you choose how to use your time.
- Fewer rules about why you are off.
Separate vacation and sick leave
- Sick days may be protected by state law and harder to lose.
- Vacation and sick time often have different caps and payout rules.
How to Track Your PTO Balance
First, check your pay stub, since most payroll systems show PTO earned, used and remaining. Next, compare it with this PTO accrual calculator each quarter. If the numbers drift apart, ask HR which hours count, because some policies skip overtime hours or unpaid leave.
Is PTO Required by Law?
Quick answer
Federal law does not require paid vacation or PTO. The Fair Labor Standards Act does not require pay for time not worked, such as vacations or holidays. However, a growing number of states and cities require paid sick leave, often at 1 hour for every 30 hours worked, and some require payout of earned vacation when you leave.
Because rules differ by state, check your state labor department. Also, read your employer’s written policy, since most PTO terms come from it.
What Is Your PTO Worth?
Quick answer
Your PTO is worth your hourly pay times your balance. For example, 80 hours at $25 an hour is $2,000. If your employer pays out unused PTO when you leave, that payout is taxed as wages, and federal withholding is often a flat 22% because it counts as supplemental pay.
Salaried workers can find their hourly value with our salary to hourly calculator. Then use that rate in the PTO accrual calculator.
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Need your full paycheck? Open the paycheck calculator for your state, or see all free pay tools.
PTO Accrual Calculator FAQ
How do I calculate PTO accrual per hour?
Divide the PTO hours by the hours worked. For 1 hour per 30 worked, the rate is 0.0333 hours of PTO per hour.
How much PTO is 1 hour for every 30 hours worked?
About 69.3 hours a year at 40 hours a week, or 2.67 hours per biweekly paycheck.
How many PTO hours per paycheck is 15 days a year?
120 hours a year ÷ 26 paychecks = 4.62 hours every two weeks, at 8 hours a day.
Is PTO required by federal law?
No. Federal law does not require paid vacation, but some states and cities require paid sick leave.
Do part-time employees accrue PTO?
Often yes, in proportion to their hours, if the employer’s policy or a state sick leave law covers them.
Is a PTO payout taxed?
Yes. A payout is taxed as wages, often with 22% federal withholding, plus Social Security, Medicare and state tax.
Estimates, not legal advice
This PTO accrual calculator shows standard accrual math. It is not legal or financial advice. Your employer’s policy and your state’s laws decide what you earn and keep.
Sources
- Vacation LeaveU.S. Department of Labor Official
- Overtime PayU.S. Department of Labor, Wage and Hour Division Official
- IRS Publication 15 (Circular E), Employer’s Tax GuideInternal Revenue Service Official
Calculate your PTO
Now you know how PTO accrual works. Enter your policy and hours in the PTO accrual calculator above to see your time off per paycheck.