PTO Accrual Calculator

Turn an annual PTO allowance into hours per pay period and per hour worked, with a balance cap

Updated 2026-10-01

PTO days per year

days

Hours in a working day

hrs

Pay periods per year

Hours worked per year

hrs

Starting balance

hrs

Pay periods elapsed

Balance cap (0 = none)

hrs

PTO per pay period: 4.62 h
Balance after those periods: 46.15 h
PTO hours per year: 120 h
PTO per hour worked: 0.0577 h
1 hour of PTO per: 17.33 hours worked
Cap reached at pay period: 35

Per pay period = days × hours per day ÷ pay periods. Per hour worked = annual PTO hours ÷ hours worked per year. Weekly 52, biweekly 26, semimonthly 24, monthly 12.

Your numbers stay on this device. The page link keeps your inputs, so a bookmark or shared link reopens these results.

Enter the days of paid time off a year, the hours in a working day, how many pay periods you run and how many hours a year the employee works. The calculator gives the accrual per pay period and per hour worked, the balance after a number of pay periods and when a cap stops further accrual. Nothing is stored or sent.

The PTO accrual formula

Annual PTO hours = days × hours per day. Accrual per pay period = annual hours ÷ pay periods per year. Accrual per hour worked = annual hours ÷ hours worked per year.

Fifteen days of 8 hours is 120 hours a year. With biweekly payroll (26 periods) that is 4.62 hours a pay period; per hour worked it is 120 ÷ 2,080 = 0.0577 hours, or one hour of PTO for every 17.33 hours worked. After 10 pay periods from zero the balance is 46.15 hours. With a 160-hour cap the employee stops accruing at the 35th pay period until some is used.

PTO accrual by annual allowance (8-hour days, 2,080 hours worked a year)
PTO per year	Biweekly (26)	Semimonthly (24)	1 hour PTO per
10 days (80 h)	3.08 h	3.33 h	26 hours worked
15 days (120 h)	4.62 h	5.00 h	17.33 hours worked
20 days (160 h)	6.15 h	6.67 h	13 hours worked
25 days (200 h)	7.69 h	8.33 h	10.4 hours worked

What the law requires

Federal law does not require paid vacation or holidays: the Department of Labor states that the Fair Labor Standards Act "does not require payment for time not worked, such as vacations or holidays" (dol.gov, checked 2026-10-01). PTO is set by your policy or contract.

Some states and cities do require paid sick leave. California, for example, requires accrual of at least one hour for every 30 hours worked and lets employers limit use to at least 40 hours or five days a year (California Labor Commissioner paid sick leave page, dir.ca.gov, checked 2026-10-01). At 2,080 hours a year, one hour per 30 is 69.33 hours accrued. Check your state and city rules before setting a cap.

Part-time staff: enter their real hours worked per year and use the per-hour rate.
A cap stops accrual at a maximum balance; it does not take away hours already earned.
Whether unused PTO is paid out on leaving depends on state law and your written policy.

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Frequently asked questions

How is PTO accrual calculated?

Divide the annual PTO hours by the number of pay periods. 120 hours a year paid biweekly is 120 ÷ 26 = 4.62 hours a pay period.

How do I calculate PTO per hour worked?

Divide the annual PTO hours by the hours worked in a year. 120 ÷ 2,080 = 0.0577 hours per hour worked, one hour for every 17.33 hours.

How much PTO is 15 days a year per pay period?

4.62 hours biweekly, 5.00 hours semimonthly and 10 hours monthly, assuming 8-hour days.

Is PTO required by law?

Not under federal law. Some states and cities require paid sick leave, such as California's one hour per 30 hours worked. Vacation is usually a matter of policy.

What does a PTO cap do?

It stops accrual once the balance reaches the cap. With 4.62 hours a pay period and a 160-hour cap, a new employee reaches the cap at the 35th pay period if they take no time off.

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As an Amazon Associate, ExpressBizTools earns from qualifying purchases. Product links are affiliate links. Calculations are for general planning and are not tax, legal, or financial advice.