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PTO Accrual Calculator

Human Resources · Free tool

PTO Accrual Calculator

Employees ask how much paid time off they have earned so far; managers and HR need a quick, consistent answer. This PTO accrual calculator spreads the annual allowance evenly across twelve months and counts the months that have passed, for HR teams, payroll administrators, managers and employees checking a balance.

Your entries stay in this browser. Use Fill example to see a finished page first.

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What this HR tool gives you

The result shows accrued days next to the annual allowance and months elapsed, so the answer to an employee's question takes one line. Copy it into a reply or keep it with leave records. The calculator keeps its inputs in browser storage only; no account is involved.

What you enter

  • Annual PTO days: the full-year allowance
  • Months elapsed: how many months of the accrual year have passed

Worked example

With 20 annual PTO days and 3 months elapsed, the accrual is 20 ÷ 12 × 3 = 5 days earned so far. The monthly rate is 1.67 days, so after three months the employee has earned five full days, which the page shows next to the 20-day allowance and the 3 months elapsed. Subtract any days already taken to get the available balance.

How is PTO accrual calculated?

Accrued days = annual PTO days ÷ 12 × months elapsed, rounded to two decimals. This is straight-line monthly accrual: the same amount is earned each month.

Neither input can be negative. If months elapsed is more than 12, the page warns that the accrual covers more than one year of the annual grant. The tool does not subtract days taken, apply carryover caps or model a specific payroll policy.

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Tips before you use the result

  1. Subtract days already taken yourself to get the available balance; the tool shows accrual only.
  2. If your policy accrues per pay period rather than per month, results can differ slightly from this monthly calculation.
  3. Partial months are accepted as decimals, so 2.5 months elapsed works for mid-month questions.
  4. Check your written policy for caps, carryover and probation rules before promising a balance.

Frequently asked questions

How do I calculate accrued PTO?

For monthly straight-line accrual, divide the annual PTO allowance by 12 to get the monthly rate, then multiply by the number of months worked in the accrual year. This calculator does exactly that and rounds to two decimals. Partial months can be entered as decimals.

Does this include PTO already taken?

No. It shows how many days have been earned to date, not the remaining balance. Subtract the days already used to find what is available. Carryover from previous years, caps and waiting periods are also outside the calculation. Those rules come from your policy.

Can I use hours instead of days?

The field is labeled in days, but the arithmetic is the same for hours. If your policy grants 120 hours a year, enter 120 and read the result as hours. Keep the unit consistent and label it clearly when you share the figure.

Is this calculator a PTO policy?

No. It applies simple straight-line accrual and the page says so. Your employer's written policy and local employment rules decide how leave is actually earned, capped and paid out. Use the result for orientation, not as a statement of entitlement.

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Results depend on the figures you enter; check them against your own records before you rely on them. Last updated: October 2026 · Kurums editorial team.