PTO Calculator
Calculate paid time off (PTO) balances, accrual dates, and year-end projections.
Tracking work hours, timesheets, and paycheck calculations requires a clear understanding of US payroll standards. The PTO Calculator helps employees, contractors, and business owners estimate earnings, billable hours, and paid time off (PTO) accruals.
Whether you are calculating regular wages, estimating overtime pay in compliance with the Fair Labor Standards Act (FLSA), or checking meeting costs, this tool provides instant estimates. All inputs are evaluated locally in your browser sandbox, keeping your business data private.
PTO Accrual Details
Project your vacation time balances by entering your accrual rates, caps, and planned time off.
PTO Projection
Vacation accruals and caps modeled over the project timeline.
Enter PTO settings to model carryovers and accrued time off balances.
How to Use the PTO Calculator
Enter your work hours and wages parameters in the input fields. For timesheet hours, enter your clock-in and clock-out times alongside unpaid breaks. For salary and overtime paychecks, enter your base hourly pay rate, pay frequency (such as weekly or bi-weekly), and hours worked.
Click the "Calculate" button to process your hours or wages. The tool displays your gross wages, overtime premiums, and total billable hours in the results card. You can reset the form to start a new period at any time.
Formula & Calculation Logic
This tool uses standard payroll arithmetic. For overtime calculations under US Federal FLSA rules, hours worked over 40 in a single workweek are multiplied by 1.5 times the employee's regular hourly wage rate:
Accrual per Period = Annual PTO Hours / Pay Periods per Year
where the total annual vacation allotment is divided by the pay frequency (e.g. 26 for bi-weekly, 24 for semi-monthly). Salary conversions annualize earnings by multiplying paycheck totals by pay frequencies (e.g. 26 bi-weekly periods or 12 monthly periods). PTO accruals are computed based on hours worked and annual allotment rates..
Salary conversions annualize earnings by multiplying paycheck totals by pay frequencies (e.g. 26 bi-weekly periods or 12 monthly periods). PTO accruals are computed based on hours worked and annual allotment rates.
Real Example Calculation
Let's look at a realistic work scenario. Suppose: projecting annual paid time off (PTO) accumulation based on pay cycles.
- Test Scenario: projecting annual paid time off (PTO) accumulation based on pay cycles
- Test Inputs: Annual PTO Allotment: 15 days (120 hours), Pay Frequency: Bi-weekly (26 periods)
Adding these amounts together yields a total output of . This results in This results in this projection allows you to plan your family vacations and check if your accrued hours will cover planned time off dates throughout the year. This illustrates the impact of regular and overtime rates on take-home pay before tax withholding deductions are applied.
Frequently Asked Questions
How much paid time off (PTO) does the average American worker receive?
The US has no federal law mandating paid vacation — it's entirely employer-discretionary (unlike most developed countries). According to the Bureau of Labor Statistics, after one year of service, private-sector workers average 10 vacation days/year; after 5 years, 15 days; after 10–20 years, 20 days. Workers in finance, tech, and government typically receive the most generous PTO benefits.
How is PTO accrued per pay period in the US?
Most US employers accrue PTO over the course of the year. To find your accrual rate, divide your annual PTO allotment by the number of pay periods. For example, 15 days (120 hours) over 26 biweekly pay periods = 4.615 hours per pay period. Some companies use lump-sum "front-loading" at the start of the year instead of gradual accrual.
What is the difference between PTO, vacation days, and sick days?
Traditional plans separated sick days (for illness) from vacation days (for leisure). Modern "unlimited PTO" or bundled PTO plans combine these into a single bank of hours for any personal use. Bundled PTO typically results in workers taking fewer days off, according to HR research. Federal employees and some state employees have separate sick leave and annual leave banks with different rules.
Do US employers have to pay out unused PTO when you leave a job?
It depends on the state. California, Colorado, Illinois, and several other states require payout of unused accrued vacation at termination. Most other states leave this to employer policy. Some employers have "use-it-or-lose-it" policies (legal in states that allow it) — meaning unused PTO at year-end is forfeited. Always check your employee handbook and your state's labor laws.
How many federal holidays are there in the United States in 2026?
There are 11 federal public holidays in the US: New Year's Day, MLK Jr. Day, Presidents' Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, and Christmas Day. Federal employees are entitled to paid leave on these days; private employers are not legally required to provide paid holidays (though most do as standard practice).
What is PTO "carryover" and how does it work?
Carryover policies determine how much unused PTO you can roll from one year to the next. Some employers allow full carryover (especially in states that mandate it), some cap carryover at a set number of hours (e.g., 40–80 hours), and some have no carryover at all ("use-it-or-lose-it"). Our calculator helps you track your remaining balance against end-of-year deadlines.
Can I cash out my PTO while still employed?
Some US employers offer PTO buyout programs — typically during open enrollment — allowing you to convert a portion of unused PTO into cash compensation. This is taxed as regular wages. Not all employers offer this option. Check your company's PTO policy or HR benefits guide to see if a buyout program is available to you.
How does FMLA affect my PTO balance?
Under the federal Family and Medical Leave Act (FMLA), eligible employees can take up to 12 weeks of unpaid, job-protected leave per year for qualifying medical/family reasons. Employers may require you to use accrued PTO concurrently with FMLA leave, which would reduce your PTO balance. Consult your HR department for your company's specific FMLA and PTO concurrency policy.