Simple PTO TrackerFree PTO accrual calculator
Enter how much paid time off someone gets per year and how they're paid. The calculator shows the accrual rate per hour worked, per pay period and per month, and projects the balance, stopping at your cap if you have one. It runs in your browser; nothing you type is sent anywhere.
How it calculates
- PTO hours per year = days per year × hours in a workday.
- Per hour worked = PTO hours per year ÷ (hours per week × 52). 80 hours a year at 40 hours a week is 0.0385, or 1 hour for every 26 hours worked.
- Per pay period = PTO hours per year ÷ pay periods per year (52, 26, 24 or 12).
- Projected balance = starting balance + accrual for each full pay period in the months you pick. With a cap, accrual stops once the balance reaches it.
Spreadsheet formulas for each method, including front-loading and daily proration, are in How to calculate PTO accrual.
Track it for the whole team
Simple PTO Tracker is a ready-made Google Sheets / Excel tracker with accrual, carryover caps, a request log, balances and a monthly calendar. The free Lite version handles up to 5 employees. The full version ($14, one-time) handles up to 100.
Not legal advice. Leave rules vary by state and city. Check the rules that apply to you.