PTO Guides and Resources
Reference guides covering PTO accrual formulas, payout calculations, vacation tracking, and holiday pay. Each guide includes worked examples, reference tables, and links to relevant state labor laws.
Calculators & Reference Pages
All Guides
How Many PTO Days Per Year Is Normal? (2026 Data)
Average PTO days by tenure, industry, and company size. Find out if your time off is above or below the national average.
- • BLS data: 10 days (year 1) to 25 days (20+ years)
- • Industry comparison: tech vs retail vs government
- • US vs world: why Americans get the least PTO
How to Negotiate More PTO (Scripts + Examples)
Word-for-word scripts for negotiating more vacation days at a new job or current role. Includes when to ask, what to say if they say no, and how to calculate the dollar value of extra days.
- • 4 ready-to-use negotiation scripts
- • Dollar value table for extra PTO days by salary
- • 5 alternatives if they say "no" to more days
How PTO Is Calculated
The three methods employers use to calculate PTO: per pay period, per hour worked, and annual lump sum. Includes the formulas and a worked example for each method.
120 hrs/year ÷ 26 paychecks = 4.62 hrs per paycheck
Read Guide →PTO for Hourly Employees
How per-hour accrual works, what rates to expect, which states require paid leave for hourly workers, and how part-time schedules affect your balance.
- • Common rate: 1 PTO hour per 30 hours worked
- • Full-time at that rate = ~69 PTO hours/year
- • 15+ states mandate paid sick leave for hourly workers
PTO Payout Explained
How PTO payouts are calculated, how much tax is withheld, which states require them, and what to do if your employer refuses to pay.
Unused hours × hourly rate = gross payout (taxed at ~30-40%)
Read Guide →Vacation Accrual Explained
How vacation time builds over the year, what accrual caps mean, rollover vs. use-it-or-lose-it policies, and how to check your mid-year balance.
Includes accrual rate tables by tenure, mid-year balance formula, and state-specific rollover rules.
Read Guide →How Holiday Pay Works
Whether you're entitled to premium pay for working holidays, how time-and-a-half is calculated, and how holiday pay interacts with overtime.
- • No federal law requires holiday pay for private workers
- • Most common rate: 1.5x (time-and-a-half)
- • Includes 2026 federal holiday calendar
Free PTO Calculator Excel Template
Download a free spreadsheet to track PTO accrual, vacation days, and sick leave for your team. Works in Excel and Google Sheets.
- • Employee details, dashboard, and monthly tracking sheets
- • Supports biweekly, semi-monthly, and monthly accrual
- • Free download, no signup required
PTO Hours to Days Calculator Guide
How to convert PTO hours into workdays for 8-hour, 10-hour, and 12-hour shifts. Includes conversion tables, worked examples, and common mistakes.
PTO Days = PTO Hours ÷ Hours Per Workday
Read Guide →Average PTO Accrual Rate in the US
BLS data on how much PTO US employees earn by tenure and industry. Includes biweekly and monthly rate tables.
Year 1: 80 hrs · Year 5: 120 hrs · Year 15: 160 hrs
Read Guide →PTO Accrual Caps Explained
What happens when your PTO balance hits the maximum. How caps work, typical cap amounts, state law considerations, and how to avoid losing accrual.
Includes cap vs. rollover comparison, dollar cost of hitting cap, and state-by-state legal notes.
Read Guide →PTO Accrual Calculator Guide
Step-by-step guide to using the PTO accrual calculator. What inputs you need, how to read the results, and common mistakes to avoid.
- • Required inputs: rate, frequency, balance, usage
- • 7-row accrual rate comparison table
- • 6 common calculation mistakes explained