Paid Time Off Calculator
Enter your annual paid time off allowance and pay frequency to calculate how many hours you earn per paycheck, your total accrued PTO, and equivalent days off.
Total PTO hours your employer provides per year
How often you receive a paycheck
Leave blank for full year calculation
Hours already in your PTO bank (optional)
Used to convert hours into days
Max PTO hours you can bank (optional)
Results are estimates based on common PTO policies. Actual employer policies and state laws may differ. Full disclaimer.
How paid time off is calculated
Paid time off (PTO) is the number of hours your employer pays you while you're not working. It includes vacation days, personal days, and often sick leave bundled into a single bank. This calculator determines how much paid time off you earn based on your company's allocation and your pay schedule.
The paid time off formula
PTO Per Pay Period = Annual Paid Time Off Hours ÷ Pay Periods Per Year
Total PTO Available = (PTO Per Period × Periods Elapsed) + Carryover Balance
Days Off Equivalent = Total PTO Hours ÷ Hours Per Workday
Paid time off by pay frequency
How much paid time off you earn per paycheck depends on both your annual allowance and how often you're paid. Here's a breakdown for common scenarios:
| Annual PTO | Weekly (52) | Biweekly (26) | Semi-monthly (24) | Monthly (12) |
|---|---|---|---|---|
| 80 hours (10 days) | 1.54 hrs | 3.08 hrs | 3.33 hrs | 6.67 hrs |
| 96 hours (12 days) | 1.85 hrs | 3.69 hrs | 4.00 hrs | 8.00 hrs |
| 120 hours (15 days) | 2.31 hrs | 4.62 hrs | 5.00 hrs | 10.00 hrs |
| 160 hours (20 days) | 3.08 hrs | 6.15 hrs | 6.67 hrs | 13.33 hrs |
| 200 hours (25 days) | 3.85 hrs | 7.69 hrs | 8.33 hrs | 16.67 hrs |
Types of paid time off policies
US employers generally structure paid time off in one of three ways. Understanding your policy type ensures you use this calculator correctly.
1. Accrual-based PTO
You earn paid time off gradually over the year. Hours accumulate each pay period. This is the most common method for salaried employees and is what this calculator models by default. About 70% of US employers with PTO policies use some form of accrual.
- Predictable earning schedule tied to paycheck
- Balance grows steadily throughout the year
- If you leave mid-year, you're only owed what you've accrued
2. Front-loaded (lump sum) PTO
Your full annual paid time off balance becomes available on day one of the year (or your hire date anniversary). Simpler to track, but creates liability questions if you leave early. To use this calculator with front-loaded PTO, enter your full allocation and set periods worked to the full year.
3. Unlimited PTO
No formal accrual or tracking. You take time as needed with manager approval. While popular at tech startups, studies show unlimited PTO employees often take fewer days (an average of 10-12 per year) than those with defined allocations. This calculator is designed for defined PTO policies.
Paid time off for salaried vs. hourly employees
The calculation method differs based on employment type:
| Factor | Salaried | Hourly |
|---|---|---|
| Common accrual method | Per pay period (fixed amount) | Per hour worked (variable) |
| Typical rate | 4.62 hrs/biweekly paycheck | 1 hr per 30 hrs worked |
| Annual result (full-time) | 120 hours (15 days) | 69 hours (8.6 days) |
| Overtime impact | None (fixed per period) | More hours = more PTO |
| Part-time adjustment | Prorated by schedule | Naturally prorated |
Step-by-step example
A marketing manager calculating their paid time off accrual mid-year:
- Annual PTO allowance: 160 hours (20 days)
- Pay frequency: Biweekly (26 periods per year)
- Periods elapsed: 15 (about 7.5 months in)
- Carryover from last year: 24 hours
- Hours used so far: 48 hours (6 days of vacation taken)
- Workday length: 8 hours
Results:
- PTO per pay period: 160 ÷ 26 = 6.15 hours/paycheck
- Accrued so far: 6.15 × 15 = 92.25 hours earned
- Available balance: 24 + 92.25 − 48 = 68.25 hours available
- Days remaining: 68.25 ÷ 8 = 8.5 workdays
- Year-end projection: 24 + (6.15 × 26) − 48 = 135.9 hours (17 days)
When to use this paid time off calculator
- Planning a trip: Check if you'll have enough paid time off by your travel date
- Comparing job offers: Convert different PTO policies to annual days for comparison
- Verifying your pay stub: Cross-check the PTO balance on your payroll portal
- Year-end decisions: Determine if you need to use days before they expire or roll over
- Approaching your cap: See when your balance will hit the maximum and accrual will pause
- Part-time employees: Calculate prorated PTO based on your actual schedule
Paid time off caps and rollover
Most employers set a maximum balance (cap) between 1.5× and 2× your annual allowance. Once your paid time off balance reaches this limit, you stop earning additional hours until you use some.
- 1.5× cap: 120 hrs/year → max balance of 180 hours
- 2× cap: 120 hrs/year → max balance of 240 hours
Some employers have "use-it-or-lose-it" policies where unused PTO expires at year-end. Others allow partial or full rollover. Check your employee handbook for specifics.
If your employer has an accrual cap, enter it in the calculator above to see how it affects your projected balance.
Related Guides
- How Is PTO Calculated? Complete Guide · Deep dive into all three PTO accrual methods with examples.
- PTO for Hourly Employees · How per-hour accrual works for hourly workers.
- Average PTO Accrual Rates in the US · Benchmarks by industry, tenure, and company size.
Need to know your PTO payout value?
Calculate how much your unused paid time off is worth in dollars when leaving a job.
Try PTO Payout Calculator →Paid Time Off Calculator — FAQ
- How do I calculate my paid time off?
- Enter your annual PTO hours and pay frequency into the calculator above. It divides your annual allowance by the number of pay periods to show hours earned per paycheck. For example, 120 hours per year with biweekly pay = 120 ÷ 26 = 4.62 hours per pay period.
- What is the formula for paid time off?
- The standard paid time off formula is: PTO Per Period = Annual PTO Hours ÷ Pay Periods Per Year. To find your total available PTO: Total = (PTO Per Period × Periods Worked) + Carryover Balance − Hours Used.
- How many paid time off days is normal in the US?
- The average US worker receives 10 days (80 hours) after 1 year, 15 days (120 hours) after 5 years, and 20 days (160 hours) after 10-15 years. Tech and finance industries tend to offer 15-25 days from day one. Entry-level positions often start at 5-10 days.
- Does paid time off include sick days?
- It depends on your employer's policy. Under a PTO system, yes — vacation, sick, and personal days are combined into one bank. Under a traditional system, vacation time and sick leave are tracked separately. About 63% of US employers now use the combined PTO model.
- Can I use a paid time off calculator for part-time work?
- Yes. If your employer provides prorated PTO, enter your prorated annual hours. For per-hour-worked accrual (common for part-time), multiply your rate by expected annual hours instead. Example: 1 PTO hour per 30 hours worked × 1,040 annual hours (20 hrs/week) = 34.7 PTO hours/year.
- Is paid time off the same as vacation?
- Not exactly. Paid time off (PTO) is a broader category that combines vacation, sick leave, and personal days into a single pool of hours. Vacation time typically refers only to planned time away for leisure. PTO gives more flexibility since you can use it for any reason without justification.
- How do I calculate paid time off for hourly employees?
- For hourly employees with per-hour accrual: Multiply hours worked by the accrual rate. Example: 1 PTO hour earned per 30 hours worked. If you work 2,080 hours/year: 2,080 ÷ 30 = 69.3 PTO hours (about 8.7 days). For fixed-allocation hourly workers, the formula is the same as salaried employees.
Related Calculators
- PTO Payout Calculator · Find out how much your unused PTO is worth when you leave a job, get laid off, or cash out accrued time.
- PTO Hours to Days Calculator · Convert PTO hours to work days, or days to hours. Adjust for 8-hour, 10-hour, or any shift length.
- PTO Accrual Calculator · Calculate how much PTO you earn per pay period and project your year-end balance with cap tracking.