Pay & planning
PTO Accrual Estimator
Estimate PTO earned, available balance, cap effects, and year-end carryover from employer-provided inputs. Free PTO accrual calculator for U.S. employees.
Know the numbers
How to use this calculator
Choose the accrual unit: hours worked or completed accrual periods. Enter the employer's hours earned per unit, eligible units, opening balance, usage, and optional balance/carryover caps.
A worked example
10 opening hours + 2 hours earned per period × 6 completed periods = 22 hours. With a 20-hour balance cap and 4 hours used afterward, the balance is 16 hours; a 12-hour carryover cap permits 12.
The calculation
Earned = accrual rate × units. Apply balance cap to opening balance + earned; then subtract usage. Carryover = lesser of final balance and carryover cap.
Before you use the result
The order is deliberate: accrue, cap, use, then carry over. Real policies can accrue and cap each pay period, prorate, exclude hours, or allow negative balances. Split the calculation into policy events when timing differs. This is not a policy interpretation.
Common scenarios
Use this calculator whenever you need to verify your hours, check a paycheck, or prepare a timecard submission. The result is the same arithmetic the payroll department uses, displayed in a form you can inspect.
Calculation methodology: View formulas, limits, and corrections
Common questions about PTO Accrual Estimator
How do I calculate PTO accrual?
Enter your accrual rate (hours per period), the number of completed periods, opening balance, and usage. The calculator shows earned, balance after caps, and carryover.
What is a PTO balance cap?
A balance cap limits how much PTO you can accumulate. If your balance exceeds the cap, the excess is lost or paid out depending on your employer's policy.