PTO Accrual Rate Calculator
Find out exactly how much paid time off you earn each pay period based on your annual quota.
Input Your Details
How often is PTO added to your balance?
Used to convert between days and hours.
Results
Accrual Rate (Hours)
per biweekly period
Accrual Rate (Days)
per biweekly period
With a 15 days annual quota, you will earn approximately 4.62 hours of PTO every pay period.
Over a full year (26 periods), this totals 120.0 hours.
How to Calculate PTO Accrual
Calculating your paid time off (PTO) accrual rate helps you understand exactly how much leave you earn with every paycheck. Most companies operate on an accrual basis, meaning you earn time off gradually throughout the year rather than getting it all at once.
The PTO Accrual Formula
The basic formula for calculating your accrual rate is:
Annual PTO Hours ÷ Number of Pay Periods = Accrual Rate per Period
Common Pay Period Schedules
Your accrual rate depends heavily on how often you get paid. Here are the standard frequencies used in the US and globally:
- Weekly (52 periods): You get paid every week. Common for hourly contractors and trades.
- Bi-Weekly (26 periods): You get paid every two weeks (e.g., every other Friday). This is the most common schedule in the US.
- Semi-Monthly (24 periods): You get paid twice a month, usually on the 15th and the last day of the month.
- Monthly (12 periods): You get paid once a month. Common in Europe and for salaried executives.
Example Calculations
Example 1: The "Two Weeks Vacation" Standard
If you get 10 days (80 hours) of PTO per year and are paid bi-weekly:
- 80 hours ÷ 26 periods = 3.076 hours per paycheck.
- Most paystubs will round this to 3.08 hours.
Example 2: Generous Leave Policy
If you get 20 days (160 hours) of PTO per year and are paid semi-monthly:
- 160 hours ÷ 24 periods = 6.67 hours per paycheck.
Frequently Asked Questions (FAQ)
What happens to the decimal rounding?
Because 80 divided by 26 isn't a whole number (it's 3.076923...), payroll systems have to round. Usually, they round to two decimal places (3.08). Over 26 pay periods, 3.08 * 26 = 80.08 hours. Companies typically reconcile this by slightly adjusting the final accrual of the year to ensure you hit exactly 80 hours, not more or less.
Does PTO accrue on overtime hours?
Typically, no. For salaried exempt employees, accrual is based on the annual quota regardless of hours worked. For hourly employees, it depends on company policy, but standard accrual is often based on "hours worked" up to a cap (e.g., 40 hours/week).
What is the difference between accrued vs. front-loaded PTO?
Accrued PTO is earned over time (what this calculator determines). If you leave the job in June, you've only earned half your annual allowance. Front-loaded PTO (or "lump sum") is given available for use on January 1st. However, many companies still consider it "earned" pro-rata if you quit mid-year, meaning you might have to pay back used-but-unearned days.