Pay, Time Off & Work Hour Calculators
Estimate PTO earned over time using a policy-based pay-period, annual allowance, front-loaded, or hours-worked method.
Last updated: July 2026
Browser-based estimate
Choose the accrual method in your policy, estimate PTO earned, and account for a starting balance and PTO already used.
This calculator provides an estimate only and is not legal, tax, payroll, or financial advice. Pay, time off, final paycheck, and work-hour results can depend on employer policy, payroll records, employment agreement, and official labor guidance.
Choose the method that matches the written policy: fixed hours per pay period, an annual allowance accrued across pay periods, an annual front-loaded allowance, or hours earned per hour worked.
The calculator estimates PTO earned, adds a starting balance, subtracts PTO used, and converts the available hours into workdays. It does not automatically apply waiting periods, caps, carryover limits, or employer-specific rounding.
Annual allowance accrued by period: annual PTO days x hours per workday / pay periods per year x completed pay periods.
Fixed pay-period method: PTO hours per pay period x completed pay periods. Per-hour-worked method: hours worked x PTO hours earned per hour.
Front-loaded method: annual PTO days x hours per workday. Estimated available PTO = starting balance + PTO earned - PTO used.
Example: an employee receives 10 PTO days per year, works 8-hour days, is paid biweekly, and has completed 6 pay periods.
Annual PTO hours are 10 x 8 = 80. Biweekly accrual is 80 / 26 = 3.08 hours per pay period. After 6 pay periods, estimated earned PTO is 18.46 hours. With a 4-hour starting balance and 8 hours used, estimated available PTO is 14.46 hours.
Monthly example: an 80-hour annual allowance accrued over 12 monthly periods earns about 6.67 hours per completed month. After 3 months, the earned-time estimate is 20 hours before starting balance and use.
Hours-worked example: 520 hours worked x 0.0385 PTO hours per hour equals about 20.02 earned PTO hours. Use the rate shown in the employer policy rather than a generic rate.
PTO accrued per pay period usually equals annual PTO hours divided by pay periods per year. For example, 80 annual PTO hours divided by 26 biweekly pay periods equals about 3.08 hours per paycheck.
If the policy lists a fixed pay-period accrual amount, use that number directly instead of recalculating from annual days.
Front-loaded PTO makes an allowance available at once, while accrued PTO grows as pay periods or worked hours are completed. Choose the front-loaded method only when the policy says the entered annual allowance is granted at once.
A displayed front-loaded balance may still be subject to policy rules about earning, repayment, use, or separation. The calculator does not decide whether every available hour is earned or payable.
A PTO accrual schedule shows how paid time off is earned over each pay period. The schedule can change based on annual PTO allowance, pay frequency, full-time or part-time status, and employer policy.
Weekly accrual = annual PTO hours / 52. Biweekly accrual = annual PTO hours / 26. Semimonthly accrual = annual PTO hours / 24. Monthly accrual = annual PTO hours / 12.
| Annual PTO | Weekly Accrual | Biweekly Accrual | Semimonthly Accrual | Monthly Accrual |
|---|---|---|---|---|
| 1 week / 40 hours per year | 0.77 hours | 1.54 hours | 1.67 hours | 3.33 hours |
| 2 weeks / 80 hours per year | 1.54 hours | 3.08 hours | 3.33 hours | 6.67 hours |
| 3 weeks / 120 hours per year | 2.31 hours | 4.62 hours | 5.00 hours | 10.00 hours |
| 4 weeks / 160 hours per year | 3.08 hours | 6.15 hours | 6.67 hours | 13.33 hours |
If 3 weeks of vacation equals 120 hours per year, the approximate accrual rates are: weekly 120 / 52 = 2.31 hours per week, biweekly 120 / 26 = 4.62 hours per paycheck, semimonthly 120 / 24 = 5 hours per paycheck, and monthly 120 / 12 = 10 hours per month.
If your employer tracks vacation separately from PTO, compare this estimate with the vacation accrual calculator and use the vacation balance calculator to subtract vacation already used.
PTO time can be estimated by starting with the annual PTO allowance, converting it to hours if needed, then dividing it by the number of pay periods or weeks in the year.
Use the paid time off calculator for a broader balance estimate, the PTO conversion calculator to convert days or weeks into hours, and the PTO payout calculator only after checking whether payout may apply.
PTO accrual is usually controlled by employer policy, but state or local rules can affect how earned time is handled. Some policies also treat vacation, sick leave, personal leave, and PTO differently.
Use this calculator as a private estimate only. Your payroll system, written policy, and current state guidance are the sources to verify before relying on a balance.
A PTO accrual schedule shows how paid time off is earned over time, often by week, pay period, month, hours worked, or service year.
Convert the annual PTO allowance to hours, then divide by the number of paychecks in the year. For example, 80 annual hours divided by 26 biweekly paychecks is about 3.08 hours per paycheck.
If 3 weeks equals 120 hours per year, the approximate accrual rate is 2.31 hours weekly, 4.62 hours biweekly, 5 hours semimonthly, or 10 hours monthly.
Use the accrual method in the policy, estimate PTO earned, add any starting balance, and subtract PTO used. Front-loaded allowances should not be divided across pay periods.
It can be. Some employers prorate PTO based on scheduled hours or hours worked, while others use separate part-time rules. Check the written policy.
A policy may delay accrual, stop it at a cap, round each pay period, or limit carryover. This calculator does not apply those rules automatically, so compare the result with payroll records.
Estimate only: This calculator or guide provides an estimate or general information only and is not legal, tax, payroll, or financial advice. PTO, vacation, sick leave, rollover, payout, and final paycheck rules can depend on state law, employer policy, employment agreement, local rules, and individual facts. Before relying on this estimate, check your employer handbook, pay stub, written PTO policy, final paycheck statement, and official state labor guidance where relevant. Verify with official sources, your employer, or a qualified professional.