PTO accrual calculator
Work out how much paid time off an employee earns each pay period, each month and per hour worked. Change any field and every number updates.
First-year proration
Accrual schedule
First 12 periods| Period | Earned | Running total |
|---|
Want this as a spreadsheet?
We will send you the PTO tracker template — accrual formulas, a carryover column and a mid-year proration row already wired up. It is the version we recommend right up until a spreadsheet stops being enough.
One email with the download. No sequence, unsubscribe any time.
Common questions
How is a PTO accrual rate calculated?
Divide the annual allowance by the number of pay periods in a year. For 15 days a year paid semi-monthly that is 15 ÷ 24 = 0.625 days, or 5 hours, per pay period on an 8-hour day.
How many pay periods are in a year?
Weekly is 52, biweekly is 26, semi-monthly is 24 and monthly is 12. Biweekly and semi-monthly are often confused: biweekly pays every two weeks so two months a year contain three cheques, while semi-monthly always pays twice a month.
What is accrual per hour worked?
Some policies, and every US state paid-sick-leave statute, accrue against hours actually worked rather than per pay period. The common rate is one hour earned per thirty worked, though Rhode Island uses 35, Washington 40, DC 37 and Vermont 52.
How does a mid-year start date change it?
Most policies prorate the first year: the allowance is multiplied by the fraction of the accrual year the employee is present for. Someone hired on 15 June with a 20-day allowance earns roughly 20 × 199 ÷ 365 = 10.9 days that year.
Doing this by hand every month is what PTODesk removes.
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