PTO Accrual Calculator
Work out paid time off accrued to date, the balance remaining after bookings, accrual per pay period, carryover against a cap and the cash value of an unused balance.
Last reviewed by the Radiatus Cloud team
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Accrual is why the balance never matches the entitlement
Most paid time off policies grant days gradually rather than all at once. An entitlement of twenty five days accrues at just over two days a month, so in April you have earned about seven, not twenty five. Employees planning a long trip in the first half of the year are frequently surprised to find they cannot book it, and managers approving it are equally surprised when payroll flags a negative balance. The arithmetic is simple; it is just never displayed anywhere.
Accrual per hour worked
Hourly and part time staff usually accrue per hour worked rather than per month. A policy granting one hour of paid time off for every thirty hours worked gives a full time employee about sixty nine hours a year, and a twenty hour a week employee about thirty five. Converting between the hourly rate and the annual day figure is where most confusion sits, particularly when a standard day is not eight hours.
Carryover caps and the use it or lose it question
Many policies cap what can be carried into the next year, and some jurisdictions prohibit forfeiting accrued time entirely, treating it as earned wages that must be paid out on termination. California is the best known example. The calculator shows the balance that would be lost to a cap and the cash value of the accrued balance, which is the figure that matters both to an employee planning leave and to a finance team carrying the liability.
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Frequently Asked Questions
How is the accrual rate calculated?
Annual entitlement divided by the number of pay periods, or by hours worked where the policy is hourly. Twenty five days over twenty six fortnightly periods is 0.96 days per period; a one hour per thirty worked policy gives about 69 hours a year at full time.
Can my employer take away unused time?
It depends on the jurisdiction. Some, including California, treat accrued vacation as earned wages that cannot be forfeited and must be paid out on termination. Others permit use it or lose it policies. Check local law rather than the handbook alone.
What is a carryover cap?
A limit on how much unused time moves into the next year. Anything above it is forfeited or, where forfeiture is prohibited, stops accruing until the balance falls. The calculator shows how much you would lose at your cap.
Why is my balance negative after booking leave?
Because you booked more than you have accrued so far. Many employers permit this and recover the balance from later accrual or from final pay, but it is worth confirming rather than assuming.
How do I convert hours to days?
Divide by the standard working day, which is eight hours in many policies but not all. A seven and a half hour standard day changes a 150 hour balance from 18.75 days to 20, which is a meaningful difference in a request.
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How to Use
Enter your annual entitlement, accrual method and days used to see your current and projected balance.
Disclaimer: This tool is provided "as is" without warranty of any kind. Results are for educational and utility purposes.
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