PTO Calculator

Yes: enter the accrual and the time off taken or booked, and it gives the balance on any date with a ledger of every credit and use, a vacation accrual calculator and tracker in one. Add employees and each gets a tab under the same policy, and Excel exports each one's ledger.

Divide the hours by the hours in a workday: 40 hours of paid time off at 8 hours a day is 5 days off. The paid time off calculator shows the balance in hours; for annual leave counted in days, divide the same way.

The unused, accrued hours times the employee's hourly rate: 30 hours at $25 is a $750 PTO payout or cash out. Whether you must pay it at separation depends on the state, as the next answer explains.

Divide the hours earned a year by the number of pay periods. 10 days of 8 hours is 80 hours; paid biweekly, that is 80 ÷ 26 = 3.08 hours a paycheck, or 0.0385 hours for each hour worked in a 40-hour week.

Divide the hours earned by the hours worked that earn them. 1 hour for every 30 hours worked is 0.0333 hours per hour, or about 69 hours a year at 40 hours a week.

Federal law does not require paid vacation, sick days or holidays. Many states and cities require paid sick leave, usually 1 hour for every 30 or 40 hours worked; pick your state above to see its rule.

The most unused PTO an employee can take into the next policy year. Anything above it is lost or paid out, depending on the policy and the state. The calculator shows how much will carry over and how much will be lost.

The most PTO an employee can hold at one time. Once the balance reaches it, no more accrues until some is used. A cap is allowed where use-it-or-lose-it is not, because nothing earned is taken away.

At small employers, the average in Bureau of Labor Statistics data is 10 days of paid vacation after one year of service, 14 after five, 16 after ten and 17 after twenty.

It depends on the state and the policy. By law earned vacation is paid at separation in California, Colorado, Illinois, Louisiana, Maine (employers with more than 10 employees), Massachusetts, Montana (vacation; a separate PTO bank follows the policy), Nebraska, North Dakota and Rhode Island (after one year of service); in Indiana, Maryland, New York, North Carolina, Wisconsin and Wyoming it is owed unless a written forfeiture policy says otherwise; elsewhere the written policy decides. The Payout tab applies your state's rule to the balance on the last day.