PTO accrual calculator
PTO accrual is your yearly allowance divided by the accrual periods in a year, times the periods completed so far. Twenty days a year accrued monthly is 1.67 days a month, so after seven months you've earned 11.67 days. Add any carry-over, take off what you've used, and the calculator shows the balance.
Fill in every field to see the result.
How to use it
Step 1
Enter the yearly allowance in days, or in hours if your policy counts hours. Use that unit in every other box.
Step 2
Enter how many accrual periods the year has: 12 for monthly, 26 for every two weeks, 52 for weekly. Then enter the periods completed so far.
Step 3
Add leave already taken and any balance carried in from last year. Enter 0 where one doesn't apply.
Step 4
If your policy caps the balance, enter the cap, or 0 for no cap. Leave that would pass the cap stops accruing and shows as forfeited.
Questions people ask
How do I calculate PTO accrual per pay period?
Divide the yearly allowance by the number of pay periods. An 80-hour allowance paid every two weeks is 80 ÷ 26, or about 3.08 hours per period. Multiply that by the periods worked to get what's been earned so far.
What happens when a PTO balance reaches the cap?
Accrual pauses until the person takes some time off and the balance drops below the cap again. The time that would have accrued above it is usually lost, which is why the calculator shows it as forfeited. Your policy says whether any of it is paid out instead.
How does PeopleMuster handle leave allowances?
PeopleMuster gives every leave type its own yearly quota, with approvals and year-on-year usage analytics. Allocations, requests and approvals sit together, type by type, so you can see what's been used against each quota. It's $3 per person per month with every module included.