Prorated PTO calculator
Work out PTO for a new hire who starts mid-year, or for a part-time employee, by days, months or hours.
How much prorated PTO do I get?
Full-year allowance
Set the yearly amount and whether it is in days or hours.
PTO year
Set the employee’s start date and PTO-year end.
How to use the prorated PTO calculator
Choose a new hire or a part-timer, and enter the full-year PTO allowance.
For a new hire, enter the start date and the last day of the PTO year, and pick days or full months.
For a part-timer, enter their weekly hours and a full-time week.
Read the prorated PTO in days and hours, and copy the result or a link to it.
Proration at a glance
Prorated PTO is a full-year PTO allowance cut to the part of the year someone works, or to the share of a full-time week they work. This calculator does both: new hires who start mid-year, and part-time employees.
What does prorated PTO mean?
"Prorated" means in proportion. If the full allowance is 15 days a year and someone works half the year, or half the hours, their prorated PTO is about 7.5 days. Proration only sets the size of the allowance; how it's earned through the year is accrual.
How to prorate PTO for a new hire
Policies use one of two methods:
- By days left: full allowance × days left in the PTO year (the start date included) ÷ days in the year. A July 1 start with 15 days a year gets 15 × 184 ÷ 365 = 7.56 days.
- By full months left: full allowance × months left ÷ 12. A start on the 1st counts that month; a later start counts from the next one. The same July 1 start gets 15 × 6 ÷ 12 = 7.5 days.
Prorated PTO in days for a start on the 1st of each month, by full months left in a calendar PTO year.
How to prorate PTO for part-time employees
Multiply the full-time allowance by the part-timer's weekly hours and divide by a full-time week. With 15 days for full time, someone on 20 of 40 hours gets 15 × 20 ÷ 40 = 7.5 days a year.
Prorated PTO in days for a part-time week, against a 40-hour full-time week.
Prorated vs accrued PTO
Proration and accrual answer different questions. Proration decides how much PTO someone gets this year; accrual decides how fast they earn it. A new hire can have a prorated allowance that also accrues each paycheck, so a July starter's 7.5 days build up over the paychecks left in the year. To see that balance on any date, use the PTO calculator.
Stop calculating PTO by hand
Learn moreA calculator answers one person's question. Keeping balances right for a whole team means redoing that math every payday, for every policy, and for every request that comes in.
OrgaNice accrues PTO automatically by your policy, with proration, caps and carry-over, and shows each person their balance in Slack before they ask.
Requests and approvals happen in Slack too, so the balance your team sees is always the one HR sees.
More free PTO calculators
PTO calculator
See your PTO balance on any date, with accrual by paycheck or hours worked, PTO used and your cap.
Learn morePTO accrual calculator
Turn a yearly PTO allowance into hours per paycheck, or an hours-worked rate into PTO per week and year.
Learn morePTO hours to days calculator
Convert PTO hours to workdays and back for 8, 7.5, 10 or 12-hour days, with a chart from 8 to 300 hours.
Learn moreFrequently asked questions
Anything else? Email us at hello@organice.app
Prorated PTO is a full-year PTO allowance cut to the part of the year someone works, or to the share of a full-time week they work. A new hire who starts halfway through the year gets about half the allowance; a part-timer on 20 of 40 hours gets half.
Federal law generally does not require private employers to provide paid vacation, so federal law does not require vacation proration. State or local laws and your written policy may still set rules. The U.S. Department of Labor explains vacation benefits. Write your rule into a PTO policy so it's applied the same way every time.
Multiply the full-time allowance by the part-timer's weekly hours ÷ full-time weekly hours. With 15 days for full time and 20 of 40 hours a week, a part-timer gets 15 × 20 ÷ 40 = 7.5 days a year.
No. Proration sets how much PTO someone gets for the year. Accrual sets how they earn it, a little each paycheck. A prorated allowance can still accrue: a new hire's 7.5 days might build up over the paychecks left in the year. The PTO accrual calculator shows the rate per paycheck.
It depends on the policy and the state. Some companies prorate the year's allowance down to the leaving date, and some states require unused PTO to be paid out. Check your state's rules before taking back any PTO.