PTO Calculator
Enter your annual PTO hours and pay frequency. The calculator shows your accrual per pay period 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 this calculator works
You tell it your total annual PTO hours and how often you get paid. It divides one by the other to show exactly how many hours land in your PTO bank each paycheck. That single number — your per-period accrual — is the building block for all PTO planning.
The formula behind the results
PTO Per Pay Period = Annual PTO Hours ÷ Number of Pay Periods
Total Accrued = PTO Per Period × Periods Worked
Days Off = Total Hours ÷ Hours Per Workday
If you already know your per-period rate (from your pay stub) and want to project your future balance or see when you will hit a cap, use the PTO Accrual Calculator instead — it works in the opposite direction.
Per-period accrual reference table
This table shows the hours deposited into your PTO bank each pay period, depending on your annual allowance and pay schedule. Use it to verify the calculator's output or quickly look up your rate without entering numbers.
| Pay Frequency | Periods/Year | 80 hrs/yr | 120 hrs/yr | 160 hrs/yr |
|---|---|---|---|---|
| Weekly | 52 | 1.54 hrs | 2.31 hrs | 3.08 hrs |
| Biweekly | 26 | 3.08 hrs | 4.62 hrs | 6.15 hrs |
| Semi-monthly | 24 | 3.33 hrs | 5.00 hrs | 6.67 hrs |
| Monthly | 12 | 6.67 hrs | 10.00 hrs | 13.33 hrs |
Worked example: new employee calculating first-year PTO
David just started a marketing role. His offer letter says 120 PTO hours per year. He is paid biweekly. Here is his calculation after working half the year (13 pay periods):
- Annual PTO: 120 hours
- Pay frequency: Biweekly (26 pay periods/year)
- Periods worked so far: 13
- Carryover from last job: 0 hours (new hire, no rollover)
- Workday: 8 hours
Results:
- Per-paycheck accrual: 120 ÷ 26 = 4.62 hours
- Total earned in 13 periods: 4.62 × 13 = 60.06 hours
- Equivalent days off: 60.06 ÷ 8 = 7.5 workdays
David now knows he can take a full week off in July and still have 2.5 days banked for the holidays.
When to use this calculator vs. the Accrual Calculator
These two tools answer different questions:
| Use this PTO Calculator when... | Use the Accrual Calculator when... |
|---|---|
| You know your annual hours but not your per-period rate | You already know your per-period rate (from a pay stub) |
| You want a quick annual-to-per-paycheck conversion | You want to project your balance months into the future |
| You just received a job offer and want to understand the PTO package | You want to know exactly when your balance will hit a cap |
| You are comparing two offers with different annual PTO amounts | You are planning a specific trip and need to confirm you will have enough hours by then |
Understanding your PTO policy document
Your employee handbook likely contains a section titled "Paid Time Off" or "Vacation Policy." Here are the key terms to look for and what they mean for your calculation:
- Annual allowance: Total hours or days you receive per year — this is what you enter in our calculator.
- Waiting period: Some employers make new hires wait 30-90 days before PTO begins accruing. If you are in this window, your current accrual is zero regardless of your stated annual amount.
- Accrual method: Whether your PTO is front-loaded (all at once on Jan 1 or hire date) or earned gradually per pay period. This calculator assumes gradual accrual. If yours is front-loaded, you already have all your hours available.
- Pro-ration for mid-year hires: If you started in July, many employers only give you half the annual amount for your first partial year.
Part-time and hourly employee considerations
If you are a part-time worker, your annual PTO is typically prorated. A 20-hour-per-week employee at a company that gives full-timers 120 hours might receive 60 hours instead. Enter that prorated number (60) as your annual allowance.
For hourly workers whose PTO accrues per hour worked (e.g., 1 PTO hour per 30 hours on the clock), this calculator is less precise since your accrual depends on variable hours. In that case, the Sick Leave Calculator handles per-hour accrual math more accurately.
Related tools
- PTO Accrual Calculator — Start with your per-period rate and project future balance with cap tracking
- PTO Rollover Calculator — See how many hours carry over at year-end vs. what you lose
- PTO Payout Calculator — Convert unused hours to a dollar amount with tax estimates
- PTO Payout Laws by State — Check if your state mandates payout at termination
Related Guides
- How Is PTO Calculated? Complete Guide · Deep dive into all three accrual methods with examples.
- PTO Accrual Methods Explained · Per pay period vs. annual lump sum vs. per hour worked.
- PTO for Hourly Employees · How accrual works when you're paid by the hour.
Need a spreadsheet version? Download our free PTO Calculator Excel Template to track accrual for your entire team.
Need to know your PTO payout value?
Calculate how much your unused PTO hours are worth in dollars.
Try PTO Payout Calculator →PTO Calculator — FAQ
- How do I convert annual PTO to a per-paycheck amount?
- Divide your total annual PTO hours by the number of pay periods in a year. For biweekly pay (26 periods), if you get 120 hours/year: 120 ÷ 26 = 4.62 hours per pay period. For weekly pay (52 periods): 120 ÷ 52 = 2.31 hours per paycheck.
- What is a typical annual PTO allowance for new employees?
- The average American worker receives 10-15 PTO days per year (80-120 hours) for their first 1-5 years. After 5+ years of tenure, this often increases to 15-20 days (120-160 hours). Senior employees with 10+ years may receive 20-25 days (160-200 hours).
- Does PTO continue to accrue while I am on vacation?
- In most cases, yes. PTO continues to accrue during paid time off, holidays, and jury duty. However, PTO typically does not accrue during unpaid leave, FMLA leave (varies by employer), or workers' compensation. Check your employee handbook for your employer's specific policy.
- Is PTO the same as vacation time?
- Not exactly. PTO (Paid Time Off) is a combined bank covering vacation, sick days, and personal time. Traditional vacation time is separate from sick leave. With PTO, you have more flexibility but must budget for illness. About 63% of US employers now use combined PTO policies rather than separate vacation and sick banks.
- How does PTO work for part-time employees?
- Many employers offer prorated PTO to part-time employees. If full-time (40 hrs/week) earns 120 hours/year, a 20 hr/week employee might earn 60 hours/year. Some employers use per-hour-worked accrual instead (e.g., 1 hour PTO per 30 hours worked), which naturally prorates for part-time schedules.
- What if my employer front-loads PTO instead of accruing it?
- If your company gives you all PTO at once (January 1 or hire anniversary), you do not need this calculator — your full balance is already available. However, if you leave mid-year, you may owe back any days used beyond what you would have accrued. About 20% of US employers use this front-loaded method.
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.