PTO Accrual Calculator
Calculate how much PTO employees earn based on your accrual policy. Supports hourly, daily, per-pay-period, and annual accrual methods.
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Common rates: 3.08 hrs (10 days/year), 4.62 hrs (15 days/year) for bi-weekly
Your PTO Accrual
Quick Reference
How PTO Accrual Works
Per Pay Period Accrual
The most common method. Employees earn a fixed number of PTO hours each pay period. For example, earning 4 hours per bi-weekly pay period equals 104 hours (13 days) annually.
Annual Grant
Employees receive their full annual PTO allotment at the start of each year. This calculator helps you understand the equivalent per-period accrual rate.
Hourly Accrual
PTO is earned based on hours worked. Common in states with mandatory sick leave laws. A typical rate is 1 hour of PTO for every 30-40 hours worked.
Daily Accrual
Similar to hourly, but based on days worked. This method is often easier to communicate to employees and works well for salaried staff.
Common Accrual Rates by Experience
| Years of Service | Annual Days | Bi-Weekly Rate | Hourly Rate |
|---|---|---|---|
| 0-1 years | 10 days | 3.08 hrs | 0.0385 |
| 1-3 years | 15 days | 4.62 hrs | 0.0577 |
| 3-5 years | 18 days | 5.54 hrs | 0.0692 |
| 5+ years | 20+ days | 6.15+ hrs | 0.0769+ |
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Frequently Asked Questions
How do I calculate PTO accrual rate?
Divide your annual PTO hours by the number of pay periods. For example, 120 hours annually ÷ 26 bi-weekly periods = 4.62 hours per pay period.
What is a typical PTO accrual rate?
Most US companies offer 10-15 days (80-120 hours) annually for new employees, increasing with tenure. This equals about 3-5 hours per bi-weekly pay period.
Do part-time employees accrue PTO?
Many companies prorate PTO for part-time employees. Use the hourly or daily accrual method to calculate proportional accrual based on hours worked.
What is a PTO accrual cap?
An accrual cap limits the maximum PTO balance an employee can accumulate. Common caps are 1.5x to 2x the annual accrual. This encourages employees to use their time off.