HR calculator
PTO Accrual Calculator
Estimate accrued PTO using a fixed annual allowance divided across 12 monthly periods, then subtract approved PTO used. This compact model does not calculate carryover, caps, waiting periods, or other adjustments.
Published under the HR Hub Editorial Team institutional byline and maintained by Michael Walmer, the site operator. No independent professional review is claimed unless a named reviewer is shown.
PTO Accrual Formula
Accrued PTO = (Annual PTO Allowance / 12 Monthly Periods) × Completed Eligible Months
Inputs used in this calculator
- Annual PTO Allowance: Total paid time off granted over a full year.
- Completed Eligible Months: Number of eligible monthly accrual periods already completed in the policy year.
- PTO Used: Paid time off already taken in days.
How to use the result
- Enter the annual PTO allowance under the active policy.
- Enter how many eligible monthly accrual periods have been completed.
- Subtract approved PTO already used; handle carryover and policy adjustments outside this compact model.
- Review the calculated balance before policy and system-of-record adjustments.
Method, scope, and sources
The compact view uses an even monthly model: entered annual policy amount ÷ 12 × completed eligible months − PTO used. The advanced policy estimate divides the entered annual amount by the entered policy-year period count, multiplies by completed eligible periods capped at that count, adds entered opening carryover, and subtracts entered PTO used.
A policy-based estimate only, not entitlement or an official HRIS/payroll balance. The advanced frequency selector supplies a starting denominator but does not determine eligibility, caps, carryover validity or expiry, waiting periods, front-loading, service tiers, freezes, pending leave, adjustments, payout, negative-balance treatment, units, or rounding. Reconcile with policy and the system of record.
Method status: Partially supported.
Worked example
Hypothetical advanced scenario: an entered 18-day annual amount is earned evenly over 12 eligible periods. After seven completed periods, calculated accrual is 10.5 days. Adding two entered carryover days and subtracting three days used gives a calculated balance before policy adjustments of 9.5 days.
Sources
- U.S. Department of Labor — Vacation Leave: Supports the limitation that the FLSA does not require payment for time not worked, including vacation and sick leave, which are generally matters of agreement.
- California Department of Industrial Relations, Division of Labor Standards Enforcement — Vacation: Supports proportional recurring accrual through an annual-hours ÷ 52-week example and says plans may accrue by day, week, pay period, or another basis; it also distinguishes a California accrual cap from forfeiture.
Questions about this calculation
Is PTO always accrued monthly?
No. Policies may use different periods, but this compact calculator divides the entered annual allowance into 12 monthly periods only.
Should carryover be included in available PTO?
Carryover depends on applicable policy and jurisdiction. This compact calculator has no carryover or cap input, so add those adjustments in the system of record.
Read the companion guide
PTO Accrual Calculator Guide: How to Track Earned Time Off More Clearly
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