Free tool · Time off planning

PTO accrual calculator

Find your PTO or vacation balance on a chosen date. Enter your opening balance, accrual schedule and time used, then check each transaction. Add balance caps or rollover rules from your own policy.

Your balance · Your rules

Opening balance and target

Opening balance includes everything on the opening date. Use YYYY-MM-DD for dates.

Opening dateBalance dateOpening balance, hoursHours per day

AccrualAccrual method

Hours per creditFrequency

First credit date

Full credits after the opening date, through the balance date. No partial-period proration. Monthly dates clamp to month-end and keep their original anchor.

PTO used

Add time used after the opening date, through the balance date. Duplicate records count separately.

Balance cap, rollover and same-day order

Same-day order

Limit the accrued balance

Apply an annual rollover limit

Dates 1900 through 2099, up to 3,660 days. Hours accept 4 decimal places; the per-hour accrual rate accepts 6. Up to 100 work and 100 usage records. Negative balances are allowed.

Balance by date

104hours

13 days at 8 hours/day · 2026-12-31

Opening balance: 0 h
Accrual credited: 104 h
PTO used: 0 h
Rollover loss: 0 h
Blocked by balance cap: 0 h

26 credit events. Opening + credited − used − rollover loss = closing balance. Blocked hours were never credited.

Hour amounts retain their exact calculated precision, up to 10 decimal places. Days round to 6 decimal places. The ledger and CSV use the same hour values.

Applied rules

Opening balance 0 hours includes all transactions on 2026-01-01. Calculate after that date through 2026-12-31, inclusive.
Same-day order: accrual, then PTO used.
Balance cap disabled.
4 hours every 14 days, first credit 2026-01-15. Full credits only; no partial-period proration.
Annual rollover limit disabled. The entered balance carries across years without a year-end adjustment.
Hours are calculated exactly to up to 10 decimal places, without per-credit rounding. Days round to 6 decimal places, half away from zero. Duplicate records count separately. These are your inputs, not an entitlement or compliance determination.

Use the rules in your own PTO policy. This calculation does not determine statutory leave, policy compliance or money owed. Inputs stay in your browser and are not sent in analytics events.

Accrual ledger

All amounts in hours. Scroll to see each transaction and closing balance.

PTO transactions after 2026-01-01 through 2026-12-31, inclusive
Date	Event	Opening	Requested	Credited	Closing
2026-01-15	Accrual	0	4	4	4
2026-01-29	Accrual	4	4	4	8
2026-02-12	Accrual	8	4	4	12
2026-02-26	Accrual	12	4	4	16
2026-03-12	Accrual	16	4	4	20
2026-03-26	Accrual	20	4	4	24
2026-04-09	Accrual	24	4	4	28
2026-04-23	Accrual	28	4	4	32
2026-05-07	Accrual	32	4	4	36
2026-05-21	Accrual	36	4	4	40
2026-06-04	Accrual	40	4	4	44
2026-06-18	Accrual	44	4	4	48
2026-07-02	Accrual	48	4	4	52
2026-07-16	Accrual	52	4	4	56
2026-07-30	Accrual	56	4	4	60
2026-08-13	Accrual	60	4	4	64
2026-08-27	Accrual	64	4	4	68
2026-09-10	Accrual	68	4	4	72
2026-09-24	Accrual	72	4	4	76
2026-10-08	Accrual	76	4	4	80
2026-10-22	Accrual	80	4	4	84
2026-11-05	Accrual	84	4	4	88
2026-11-19	Accrual	88	4	4	92
2026-12-03	Accrual	92	4	4	96
2026-12-17	Accrual	96	4	4	100
2026-12-31	Accrual	100	4	4	104

Have hours and minutes? Convert them with the time to decimal calculator. To total work sessions before entering worked hours, use the time duration calculator.

Method

How to calculate accrued PTO

Closing hours = opening hours + credited accrual − PTO used − rollover loss
Days available = closing hours ÷ your hours per day

For example, start with 0 hours after January 1, 2026. Credit 4 hours every 14 days, beginning January 15. By December 31, 26 credits total 104 hours, or 13 days at 8 hours per day. Using 8 hours during that period leaves 96 hours. The defaults are an editable example.

A fixed credit posts only on its scheduled date. This tool does not prorate a partial period. For a policy based on work performed, choose actual hours worked and enter dated records. At 0.05 PTO hours per hour worked, 40 worked hours earn 2 PTO hours.

Calendar

Every two weeks is different from twice a month

These examples start after January 1, 2026 with a zero balance and 4 hours per credit. No time used, cap or rollover loss.

Schedule	Credit dates	Credits through Dec 31	Hours earned
Every 14 days	First January 15, then every 14 days	26	104
Twice a month	15th and last day of each month	24	96
Monthly	Last day of each month	12	48

Common questions

Checking your PTO balance

Which dates are included?

The opening balance is the balance after all transactions on the opening date. Only later dates count, up to and including the balance date. Work and usage records outside that range must be corrected or removed. Dates are calendar dates, without time zones or daylight-saving adjustments.

How do monthly dates handle February?

A 31st-of-month rule credits on January 31, February 28 in a non-leap year, and March 31. The original day stays anchored. The last-day option always uses month-end. Twice-monthly rules must give two distinct dates even in February. If the selected days would coincide, the calculator asks you to change the rule.

What happens when I reach the accrual cap?

With 9 hours and a 10-hour cap, a 4-hour credit adds 1 hour and blocks 3. Taking 4 hours afterwards leaves 6. The blocked 3 hours are not restored, but a later 4-hour credit can bring the balance back to 10. The ledger separates requested, credited and blocked amounts.

Does the order of transactions matter?

It can matter under a balance cap. Starting at 9 hours with a 10-hour cap, a same-day 4-hour credit followed by 4 hours used leaves 6. Usage before the credit leaves 9. Choose the order your policy uses. An enabled annual rollover adjustment always runs first on that date.

How does annual rollover work?

Enter the annual date and the maximum hours retained. A 50-hour balance with a 40-hour rollover limit loses 10 hours before other transactions that day. Losses are separate from PTO used. Day numbers clamp to month-end, so February 29 uses February 28 in a non-leap year. With the rollover limit off, balances carry across years unchanged by a year-end adjustment.

Can a PTO balance be negative?

Yes. The calculator shows a negative opening or closing balance rather than replacing it with zero. Whether borrowing leave is allowed depends on your policy. Days use your entered workday length, so 30 hours at 7.5 hours per day is 4 days.

Does this determine my legal leave entitlement?

The result is arithmetic from the rules and records you enter. It does not establish statutory leave, eligibility, vesting, payout, wage obligations or policy compliance. It also does not calculate policy changes during a range. Reconcile each period separately when your rate or rule changes.

Can I save the calculation?

Use the copy icon for a balance summary and applied rules, or the download icon for the complete CSV ledger. Hour values are exact to the precision of the inputs, up to 10 decimal places. Converted days round to 6 decimal places. The tool needs no account and does not upload your inputs.