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Paid time off estimator

PTO Calculator

Estimate paid time off earned, used and remaining from the accrual policy details you enter. Choose an annual allowance, accrual per pay period, or accrual based on hours worked.

Calculations use PTO hours internally and can display amounts in hours or days. Enter your workday length to define how the conversion works.

Calculator

Calculate your PTO balance

Enter the method and values from your policy. The result updates as you make changes; incomplete or invalid inputs clear the estimate until corrected.

Enter your PTO policy details

Use the accrual terms from your employer’s policy. The example values are editable.

Accrual method
Enter and display PTO in

Used to convert between hours and days. Example: 8 hours = 1 day.

The number of pay periods used for annual accrual and period counts.

Enter the yearly allowance in the selected unit.

Partial periods are allowed; this cannot exceed the annual total.

PTO balance

Balance = starting PTO + earned PTO − PTO used.

Optional future projection

How PTO accrual works

A PTO calculator applies an accrual formula to estimate earned leave. Employers may grant an annual allowance, add a set amount each pay period, or accrue PTO in proportion to hours worked. The policy determines which formula and pay schedule apply.

Annual allowance

Annual PTO allowance × completed pay periods ÷ pay periods per year. This prorates a yearly amount across the completed portion of the accrual year.

Per pay period

PTO earned per pay period × completed pay periods. A partial number of completed periods can be entered when the policy accrues continuously.

Hours worked

Hours worked × PTO accrual rate. For 1 PTO hour per 40 work hours, divide work hours by 40; the rate is not a percentage.

The estimated remaining balance is the starting PTO balance plus PTO earned during the selected period minus PTO used. A negative result remains visible so it can be reviewed rather than silently changed to zero.

To convert hours into days, the calculator divides hours by the workday length you enter. With an 8-hour workday, 8 PTO hours equal 1 workday and 4 PTO hours equal 0.5 workday. Change the workday length if your schedule uses a different number of hours.

Worked PTO examples

MethodExample calculationPTO earned
Annual allowance120 hours × 6 periods ÷ 26 per year27.6923 hours
Per pay period3 hours × 10 completed periods30 hours
Hours worked80 work hours ÷ 402 PTO hours

For a balance example, a 16-hour starting balance + 4 hours earned − 8 hours used leaves 12 hours. At an 8-hour workday, that is 1.5 workdays.

PTO calculator FAQs

1. What is a PTO calculator?

A PTO calculator estimates how much paid time off you have earned and how much may remain after time used. It applies the policy details and balances you enter; it does not retrieve an employer’s official records.

2. How do I calculate PTO earned per pay period?

Multiply the PTO earned each pay period by the number of completed pay periods. If the policy grants 3 hours per pay period and 10 periods are complete, the estimate is 30 hours.

3. How is annual PTO prorated?

Multiply the annual PTO allowance by completed pay periods, then divide by pay periods per year. For example, 120 annual hours × 6 completed periods ÷ 26 periods per year is about 27.6923 hours before display rounding.

4. How do I calculate PTO earned from hours worked?

Multiply hours worked by the PTO accrual rate. For a rate of 1 PTO hour per 40 hours worked, divide hours worked by 40. For 80 work hours, that is 2 PTO hours.

5. How do I calculate my remaining PTO balance?

Add PTO earned during the selected period to the starting balance, then subtract PTO used: remaining PTO = starting balance + PTO earned − PTO used. A negative result is shown as a deficit rather than rounded up to zero.

6. How many hours are in a PTO day?

That depends on the workday length used by your employer and schedule. Enter the hours in your workday to convert between hours and days; this calculator starts with an editable 8-hour example.

7. Does unused PTO carry over?

Carryover depends on the employer’s policy and the rules that apply to the worker. This calculator does not assume unused PTO carries over, expires, or is paid out.

8. Is PTO paid out when I leave a job?

PTO payout at the end of a job can depend on employer policy and applicable rules. This estimate does not determine whether unused PTO will be paid; check with your employer for your situation.

9. Does this calculator determine my legal PTO entitlement?

No. It estimates accrual and balance from the details entered and does not determine legal entitlement. PTO rules vary by employer and location; confirm the applicable policy with your employer or a qualified source.

10. Why might my employer’s PTO balance differ?

Your employer may use different eligibility dates, accrual timing, rounding, leave categories, corrections, carryover rules, or a recorded starting balance. Their payroll or HR record is the official balance to check.

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Calculator disclaimer

This is an estimate based on the policy details entered. Check your employer’s PTO policy for your official balance, carryover rules and eligibility. PTO policies vary by employer and location; this calculator does not determine legal entitlement, expiration, carryover or payout.