PTO accrual calculator
Use this PTO accrual calculator to calculate the amount of PTO you've accrued based on the number of hours and days you've worked and your quota.
How many hours/days do I earn per period?
Want to count how many vacation days or hours you've earned so far?
With this calculator you can breakdown how many hours or days of PTO you can earn over a specific period.
When will I have accrued a certain amount of hours/days?
Want to know when you'll be able to take a vacation?
With this calculator you enter a number of hours or days you'd need and it'll give you at which date you'll have accrued this amount.
HR best practices for setting a PTO accrual policy
- Align with Business Needs – Design a PTO policy that supports work-life balance while keeping operations smooth.
- Define Accrual Rates Clearly – State whether PTO accrues weekly, biweekly, or monthly, and provide clear calculations.
- Set a Cap on Accruals – Prevent excessive PTO buildup by capping maximum days to manage liability.
- Establish a Carryover Policy – Decide if unused PTO rolls over, expires, or is eligible for payout.
- Include a Waiting Period for New Hires – Some companies require employees to complete a probation period before using PTO.
- Ensure Compliance with Labor Laws – Follow local regulations on PTO accrual, usage, and payouts to avoid legal issues.
- Make the Policy Transparent – Clearly communicate the rules in employee handbooks and HR software like BuddiesHR.
- Encourage PTO Usage – A culture that supports time off leads to better engagement and productivity.
- Automate PTO Tracking – Using HR software like BuddiesHR simplifies tracking and prevents manual errors.
- Regularly Review & Adjust – Keep policies competitive by reviewing industry standards and employee feedback.
Frequently asked questions
What is PTO?
PTO (Paid Time Off) is leave employees take while still getting paid. It can include vacation, sick days, and personal time, depending on company policy.
What are vacation accruals?
Vacation accruals are the earned vacation hours or days employees accumulate over time, based on company policy.
When my quota resets ?
Your PTO quota resets based on your company's policy. It usually happens annually (e.g., January 1st or work anniversary) or monthly if PTO is accrued over time. Check with your employer for exact details.
When my quota resets?
Your PTO quota resets based on your company's policy. It usually happens annually (e.g., January 1st or work anniversary) or monthly if PTO is accrued over time. Check with your employer for exact details.
How to calculate pto accrual?
To calculate PTO accrual in days, use this formula: (Total annual PTO days ÷ Total workdays per year) × Days worked
For example, if an employee gets 20 PTO days per year and works 5 days per week (260 workdays per year):
Weekly accrual: 20 ÷ 52 = 0.38 days per week
Biweekly accrual: 20 ÷ 26 = 0.77 days per paycheck
Monthly accrual: 20 ÷ 12 = 1.67 days per month
Accrual may vary based on company policy.