PTO Calculator: Simplify Your Time-Off Calculations

How to Use the PTO Calculator

1. Choose Calculation Type: Select whether you want to calculate PTO in days or hours.
2. Set the Date Range: Pick a start date and end date for the period you’re calculating.
3. Enter Starting Balance: Add the amount of PTO you already have (in days or hours).
4. Select accrual period: Choose how frequently PTO accrues (e.g., worked day, week, or month).
5. Input Accrual Rate: Specify how much PTO you earn per each period (per worked day, week, or month).

How PTO calculator works

1. Calculates how many Accrual periods you have between start date and end date.
2. Multiplies Accrual periods by Accrual rate
3. Adds Starting balance

This is the used formula:

How to convert PTO hours in to working days?

To convert hours in to working days you have to divide your paid time off balance by working day length.

This is an example for a standard 8h workday and 200h of PTO.

Understand PTO Policies: Accrual Limits and Expiration

PTO Accrual Limits

Some companies cap the amount of PTO you can accrue. Once you reach this limit, additional PTO will stop accruing until you use some of your balance.

For example, if your company has a 20-day accrual limit and you've already reached that amount, you won't earn more PTO until you take time off to reduce your balance.

Use-It-or-Lose-It Policies

Other companies enforce a "use-it-or-lose-it" policy, requiring employees to use their PTO within a specified period, typically by the end of the year. Any unused days beyond this period are forfeited.

For instance, if you receive 20 PTO days annually but don't use them by December 31, they may expire and won’t roll over into the next year. This makes it crucial to plan your time off to avoid losing valuable PTO.