PTO Accrual Calculator
Project your paid time off balance from how much you earn each pay period, plus carryover and hours already used — shown in both hours and days.
Reviewed by the CalcCafe editorial team · Last updated 1 July 2026 · How we test our tools
Example
Earning 4 hours per pay period across 26 biweekly periods accrues 4 × 26 = 104 hours a year. Starting with 0 carryover and having already used 40 hours, your balance is 0 + 104 − 40 = 64 hours. At an 8-hour work day, that is 8 days of paid time off in the bank.
How it works
Accrued this year = accrual per period × pay periods. PTO balance = carryover + accrued − hours used. Balance in days = balance ÷ hours per work day (0 if hours per day is 0).
Good to know
Paid time off usually builds up a little at a time — a set number of hours added each pay period rather than a lump sum on January 1. This calculator mirrors that by multiplying your per-period accrual by the number of pay periods, then adding any hours you carried over from last year and subtracting what you have already taken. The headline figure is your current balance in hours, with a companion reading in whole days so you can picture it as actual time off.
The number of pay periods is worth getting right, because it drives everything. Biweekly payroll runs 26 periods a year, semi-monthly runs 24, weekly runs 52, and monthly runs 12. If your employer quotes accrual "per pay period," match the period count to your pay schedule. If instead you know only an annual PTO figure, you can enter 1 period and put the full yearly amount in the accrual field.
The hours-per-day input converts your balance into days. Most full-time schedules use 8, but part-time staff or compressed weeks may differ, so adjust it to reflect a normal working day for you. Carryover captures the balance rolled in from a prior year, and the used field lets you net out vacation, sick, or personal hours already spent.
Treat the result as a planning estimate, not an official statement. Real PTO policies add wrinkles this simple model does not: accrual caps that stop the balance from growing past a limit, "use it or lose it" rules, waiting periods for new hires, tenure-based accrual increases, and separate buckets for sick versus vacation time. Always confirm your true balance against your pay stub or HR system before booking a long trip.
Frequently asked questions
How is PTO accrual calculated?
Multiply the hours you earn each pay period by the number of pay periods in the year to get what you accrue, then add any carried-over hours and subtract the hours you have already used. The result is your current balance, which this tool also converts into days.
How many pay periods are in a year?
It depends on your payroll schedule: 26 for biweekly, 24 for semi-monthly, 52 for weekly, and 12 for monthly. Set this field to match how often you are paid so the accrual math lines up.
Is my data uploaded anywhere?
No — this calculator runs entirely in your browser. Your inputs never leave your device, and it works offline once loaded.
Is this calculator free?
Yes, completely free with no sign-up and no limits.
People also ask
How much PTO do I accrue per paycheck?
Divide your annual PTO hours by your number of pay periods. For example, 104 annual hours over 26 biweekly paychecks is 4 hours per paycheck. Enter that per-period figure and the period count to see the yearly total.
How do I convert PTO hours to days?
Divide your PTO hours by the length of a normal work day. At 8 hours per day, 64 PTO hours equals 8 days. This tool does the conversion automatically using the hours-per-day you enter.
Does PTO carry over to the next year?
Some employers let unused PTO roll over, sometimes up to a cap, while others use a use-it-or-lose-it policy. Enter any rolled-over hours in the carryover field, but check your specific policy for limits.
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Sources & references
These tools follow our methodology and provide educational estimates only — verify important figures with a qualified professional.