PTO Accrual Calculator
One hour of PTO for every 26 hours worked.
How the PTO accrual calculation works
Rate per hour = yearly PTO ÷ hours worked a year
80 hours ÷ 2,080 hours = 0.0385 hours of PTO per hour worked, or 1 hour for every 26 worked.
Rate per paycheck = yearly PTO ÷ pay periods
Paid every two weeks, 80 ÷ 26 = 3.08 hours per paycheck.
Balance = starting hours + accrued − used
After 10 paychecks, 10 × 3.08 is 30.77 hours earned.
A cap stops accrual at a maximum balance
Many policies stop accrual once the balance reaches a limit, such as 1.5× the yearly amount. Some states restrict caps and forfeiture, so check yours.
Worked example. With 80 hours of PTO a year, 2,080 hours worked and biweekly pay, an employee earns 0.0385 hours per hour worked, 3.08 hours per paycheck, and 30.77 hours after 10 paychecks.
PTO Accrual FAQ
How do I calculate PTO accrual?
Divide the yearly PTO hours by the hours worked in a year for an hourly rate, or by the number of pay periods for a per-paycheck rate.
How do I calculate PTO based on hours worked?
Multiply hours worked by the accrual rate. At 0.0385, 80 hours worked earns about 3.08 hours of PTO.
How many hours of PTO is 2 weeks?
80 hours for a full-time 40-hour week. That accrues at 3.08 hours per biweekly paycheck.
Can PTO accrual be capped?
Usually yes, but some states limit how caps and use-it-or-lose-it rules work, and some require unused PTO to be paid out. Check your state labor department.
Is PTO accrual required by law?
Federal law does not require paid vacation. The U.S. Department of Labor says the FLSA does not require payment for time not worked, such as vacation, holidays or sick leave; these are agreed between employer and employee. Some states and cities do require paid sick leave with their own accrual rules, so check your state labor department.
How is PTO accrued?
Most accrual policies add a small amount of PTO for each hour worked or each paycheck, instead of granting the full year up front. With 80 hours a year and 2,080 hours worked, that is 0.0385 hours per hour worked or 3.08 hours per biweekly paycheck.
What is the PTO accrual rate for 3 or 4 weeks off?
For a 40-hour week, 3 weeks is 120 hours a year: 0.0577 hours per hour worked, or 4.62 hours per biweekly paycheck. 4 weeks is 160 hours: 0.0769 hours per hour worked (1 hour for every 13 worked), or 6.15 hours per biweekly paycheck.
How much PTO accrues per paycheck on other pay schedules?
With 80 hours a year: 1.54 hours per weekly paycheck, 3.08 per biweekly paycheck, 3.33 when paid twice a month, and 6.67 per monthly paycheck.