PTO Accrual Calculator
Enter your PTO accrual rate and pay frequency to see how much paid time off you earn per month, per year, and your projected balance.
Hours you earn each pay period
How often you get paid
Hours currently in your PTO bank
Hours already used this year
Max hours you can accumulate (optional)
For converting hours to days
Results are estimates based on common PTO policies. Actual employer policies and state laws may differ. Full disclaimer.
Project your PTO balance at any future date
This calculator answers one question: "How much PTO will I have by [date]?" Enter your per-period accrual rate and it projects your balance forward, showing when you'll hit milestones, when your cap kicks in, and whether you'll have enough for planned trips.
Unlike a general PTO calculator (which converts annual allowance to per-period rates), this tool starts with your known rate and models accumulation over time.
What this calculator does differently
- Forward projection: See your balance 3, 6, or 12 months from now
- Cap detection: Identifies the exact pay period when your accrual will pause
- Balance tracking: Accounts for your current banked hours + new accrual − planned usage
- Year-end forecasting: Projects your December 31 balance for rollover planning
When your accrual cap becomes a problem
Most employees don't realize they've stopped earning PTO until they check their balance and it hasn't changed. Here's how fast you can hit common caps:
| Your Rate | Starting Balance | Cap | Months Until Cap Hit | Hours Lost Per Month After |
|---|---|---|---|---|
| 3.08 hrs/biweekly | 40 hrs | 120 hrs | ~13 months | 6.16 hrs/month |
| 4.62 hrs/biweekly | 60 hrs | 180 hrs | ~13 months | 9.24 hrs/month |
| 6.15 hrs/biweekly | 80 hrs | 240 hrs | ~13 months | 12.30 hrs/month |
| 6.15 hrs/biweekly | 200 hrs | 240 hrs | ~3 months | 12.30 hrs/month |
| 10.0 hrs/monthly | 100 hrs | 180 hrs | 8 months | 10.0 hrs/month |
The "Hours Lost Per Month After" column shows the real cost of sitting at your cap. At 6.15 hrs/biweekly, you forfeit over 12 hours every month — that's 1.5 days of paid vacation disappearing permanently.
Balance projection example
A software engineer planning a November trip needs to know if she'll have enough PTO:
- Current date: June 16
- Current balance: 52 hours
- Accrual rate: 5.23 hrs per biweekly paycheck
- Planned trip: November 10 (need 40 hours)
- Cap: 200 hours (not a concern here)
Projection:
- Pay periods between June 16 and Nov 10: approximately 10
- PTO earned by Nov 10: 5.23 × 10 = 52.3 hours
- Projected balance on Nov 10: 52 + 52.3 = 104.3 hours
- After trip: 104.3 − 40 = 64.3 hours remaining
She has more than enough. She could even take an additional week in August without jeopardizing her November plans.
How to find your accrual rate
Not sure what number to enter? Here's where to look:
- Pay stub: Most show "PTO Earned This Period" — that's your rate
- HR portal: ADP, Workday, BambooHR all display accrual rates in your profile
- Employee handbook: Look under "Paid Time Off" or "Vacation Policy" for your tier
- Calculate it: If you only know your annual total, divide by your pay periods (26 for biweekly, 24 for semi-monthly, 12 for monthly)
Scenarios this calculator handles
| Scenario | What to Enter | What You'll Learn |
|---|---|---|
| "Do I have enough for a trip?" | Rate + current balance + periods until trip | Projected balance on your travel date |
| "When will I hit my cap?" | Rate + current balance + cap amount | Exact month accrual stops |
| "Year-end balance for rollover" | Rate + balance + remaining periods in year | Dec 31 balance vs. rollover cap |
| "Comparing two job offers" | Rate from each offer | Annual total + 5-year accumulation |
| "Verify my pay stub" | Rate × periods worked | Expected balance vs. what HR shows |
To convert your projected balance from hours to workdays, use the PTO hours to days calculator. To see the dollar value of your accrued hours, try the PTO payout calculator.
Approaching your year-end cap? Use our PTO Rollover Calculator to determine exactly how many hours will carry over vs. what you'll forfeit. For sick leave tracked separately from PTO, try the Sick Leave Calculator.
Related Guides
- Vacation Accrual Explained · Caps, rollover, and mid-year balance tracking.
- How PTO Is Calculated · All three accrual methods with formulas.
- PTO for Hourly Employees · Per-hour accrual rates and state laws.
Find out what your PTO is worth
Convert your accrued hours to a dollar amount with tax estimates.
PTO Payout Calculator →PTO Accrual Calculator — FAQ
- What does this PTO accrual calculator do differently from the PTO Calculator?
- The PTO Calculator converts your annual hours into a per-paycheck rate. This Accrual Calculator does the opposite: you enter your known per-period rate and it projects your balance forward in time, showing monthly totals, year-end forecasts, and exactly when you will hit your cap.
- Where do I find my per-period accrual rate?
- Check your most recent pay stub — look for a line labeled 'PTO Earned This Period' or similar. You can also find it in your HR portal (ADP, Workday, BambooHR) under your time-off profile, or in your employee handbook under the PTO policy section.
- How do I calculate my accrued PTO balance manually?
- Multiply your per-period accrual rate by the number of pay periods elapsed. Then add any carryover and subtract hours used. Formula: Available PTO = (Rate x Periods Elapsed) + Rollover Balance - Hours Used.
- What happens when my PTO balance reaches the accrual cap?
- When your balance hits the cap (e.g., 240 hours), you stop earning additional PTO each paycheck until you use some time and drop below the limit. Hours that would have accrued during the cap period are permanently lost — they do not bank or pay out later.
- Can I use this calculator for vacation or sick leave accrual?
- Yes. The math is identical for any leave type that accrues over time. Enter your vacation or sick leave rate per period and the tool projects your balance the same way. Just make sure to track each type separately if your employer has different caps for each.
- How far ahead can I project my PTO balance?
- You can project as far as you want — 3 months, 6 months, or a full year. The calculator multiplies your per-period rate by however many periods fall in that window, then factors in your cap. The longer the projection, the more important it is to account for planned time off that will reduce your balance.
Related Calculators
- PTO Calculator · Calculate your total paid time off accrual based on your employer's policy, hours worked, and accrual rate.
- 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.