PTO Calculator
Project your PTO balance on a future date from your accrual rate, see what is left after planned time off, and convert PTO hours to days and back with your own workday length.
Pre-filled with example numbers. Replace them with your own.
The date your balance is correct for.
From your pay stub or policy, e.g. 3.08.
Any real payday, past or future. It decides which dates are counted.
Used to turn hours into days.
Projected PTO balance
Balance date: pick a date.
Convert PTO hours and days
Uses the hours in your workday from above (8 h).
Days
1.5days
12 hours at 8 hours per day
How it works
Count the pay dates between your balance date and the target date, multiply by the hours you earn each pay period, add that to your current balance and subtract planned time off. If you accrue per hour worked, multiply the hours you will work by the accrual ratio instead.
Worked example: 40 hours now, 3.08 hours per biweekly paycheck, 5 paychecks to go
- 5 × 3.08 = 15.4 hours accrued
- 40 + 15.4 = 55.4 hours
- Minus 8 hours of planned time off = 47.4 hours
- At 8 hours per day: 47.4 ÷ 8 = 5.93 days
47.4 hours is about 5.93 days off available
Yearly PTO days as hours per pay period
Based on an 8-hour day. Change the hours-per-day box in the calculator if your workday is different.
| Days per year | Hours per year | Weekly | Every 2 weeks | Twice a month | Monthly |
|---|---|---|---|---|---|
| 5 | 40 | 0.77 | 1.54 | 1.67 | 3.33 |
| 10 | 80 | 1.54 | 3.08 | 3.33 | 6.67 |
| 12 | 96 | 1.85 | 3.69 | 4.00 | 8.00 |
| 15 | 120 | 2.31 | 4.62 | 5.00 | 10.00 |
| 20 | 160 | 3.08 | 6.15 | 6.67 | 13.33 |
| 25 | 200 | 3.85 | 7.69 | 8.33 | 16.67 |
| 30 | 240 | 4.62 | 9.23 | 10.00 | 20.00 |
Frequently asked questions
How is PTO accrual calculated?
Two common ways. Per pay period: you earn a fixed number of hours on each pay date. Per hours worked: you earn a set amount for every block of hours you work, such as 1 hour for every 30 worked. The calculator supports both.
How many hours of PTO is 10 days?
At 8 hours per day, 80 hours. At 7.5 hours per day it is 75 hours. Set your own hours per day in the converter so the answer matches your schedule.
Which pay dates are counted in the projection?
Pay dates after your balance date, up to and including the target date. Twice-a-month schedules assume the 15th and the last day of the month. Dates are not moved for weekends or holidays.
Does it apply accrual caps or carryover limits?
No. If your employer caps the balance or resets it at year end, the projection can overstate what you will actually have. Check the cap in your policy.
Why does my payroll portal show a different number?
Common reasons are waiting periods before accrual starts, caps, accrual at the end of the pay period rather than the pay date, and rounding. Treat this as an estimate and check your official balance.