PTO calculator
See how much PTO you'll have on any date, with accrual by paycheck or hours worked, PTO used and your policy's cap.
How much PTO will I have?
Pay-period accrual
Enter your yearly allowance and how often it accrues.
Balance period
See the balance through a date, after accruals land.
How to use the PTO calculator
Choose how your PTO accrues: a yearly allowance paid out each paycheck, or a rate per hours worked.
Enter the allowance or rate, your pay frequency and how long your workday is.
Pick the date accrual starts and the date you want your balance for. Add your starting balance, PTO used and any cap.
Read your balance in days and hours, check the accrual schedule, and copy the result or a link to it.
What your PTO balance includes
This free PTO calculator shows your paid time off balance on any date. It works for employees planning a trip and for HR checking a policy. To see just what you earn each paycheck, use the PTO accrual calculator, and to turn hours into days, the PTO hours to days calculator.
How to calculate your PTO balance
Your PTO balance on a date comes from four numbers:
- Starting balance: what you carried over, or 0 for a new year.
- Accrued: your accrual per paycheck × the paychecks since the start date. A yearly allowance in hours ÷ paychecks a year gives the accrual per paycheck.
- Used: PTO you've taken or booked.
- Cap: the most your balance can hold, if your policy has one.
For example, with 15 days a year (120 hours) on a biweekly payroll you accrue 120 ÷ 26 = 4.62 hours a paycheck. From January 1 to June 30 that's 12 paychecks, or 55.38 hours. Take off 2 days (16 hours) of vacation and your balance on June 30 is 39.38 hours, or 4.92 days.
How much PTO do you accrue for 40 hours worked?
Hourly and part-time policies usually give "1 hour of PTO for every X hours worked". At 1 hour per 30 hours, a 40-hour week earns 1.33 hours, which adds up to about 69 hours, or 8.7 days, over a year. California's paid sick leave minimum uses the same 1-in-30 rate. Select a rate to see your balance with it.
PTO earned at 40 hours worked a week.
What a PTO cap does to your balance
A cap is the most PTO your balance can hold. Once you reach it, accrual pauses until you take time off, and the hours you would have earned in between are gone. With a 40-hour cap, 30 hours carried over and 4.62 hours a paycheck, you reach the cap after three paychecks. Every paycheck after that adds nothing. The calculator marks the date you hit the cap in the accrual schedule.
Accrued vs available PTO
Accrued PTO is everything you've earned. Available PTO is what you can book now: accrued minus what you've used, and minus anything still in a waiting period, since some policies don't let new hires use PTO in their first 90 days. The calculator's balance is your available PTO, assuming no waiting period. For the policy side, see how to write a PTO policy for a small business.
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 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 moreProrated PTO calculator
Work out PTO for a new hire who starts mid-year or a part-timer, by days, months or hours.
Learn moreFrequently asked questions
Anything else? Email us at hello@organice.app
Start with the PTO you carried over, add what you've accrued since, and take off what you've used. Accrued PTO is your accrual per paycheck times the paychecks since the start date: 15 days a year on a biweekly payroll is 4.62 hours a paycheck, so 12 paychecks add 55.38 hours. If your policy has a cap, nothing accrues while you're at it.
It depends on your policy's rate. At 1 hour of PTO for every 30 hours worked, 40 hours earns 1.33 hours of PTO. At 1 hour for every 40 hours, it earns exactly 1 hour, and at 1 for every 20, it earns 2 hours.
Usually you keep accruing on paid time off and stop on unpaid leave, because most policies tie accrual to paid hours or pay periods. Policies that accrue by hours worked often count only hours actually worked, so a week of vacation earns nothing. Your company's PTO policy decides this.
Only if your policy says so. Many policies accrue on regular hours only, up to 40 a week, so overtime doesn't add PTO. If yours counts all hours worked, enter your usual weekly hours including overtime.
You stop accruing until your balance drops below the cap, and the PTO you would have earned in between is lost. The calculator shows the date you reach the cap, so you can book time off before then.
Yes, if the policy covers them. Part-timers usually accrue by hours worked, or get a full-time allowance prorated by their hours. Use the "By hours worked" option with your weekly hours to see the balance.
A spreadsheet works for a small team with one policy, until balances need updating every payday for every person. OrgaNice accrues PTO by your policy, shows each person their balance in Slack, and handles requests and approvals there too.