PTO Accrual Calculator

How PTO Accrual Works in the U.S.

Most American employers do not hand you all your vacation days on January 1st. Instead, you accrue paid time off gradually — a few hours added to your balance every paycheck. With 15 PTO days a year on biweekly pay, you earn 4.62 hours per paycheck (15 days × 8 hours ÷ 26 paychecks). Understanding your accrual rate turns vague "I have some PTO" into a concrete number you can plan trips around.

Accrual caps: the ceiling that eats your vacation

Many companies set a maximum accrual cap — say 120 hours. Once your balance hits the cap, you stop earning new PTO until you use some. This is the single most expensive HR detail to ignore: every paycheck at the cap is vacation time you worked for but never receive. If you are near your cap, book the time off.

Use-it-or-lose-it vs. rollover

• Accrual with rollover + cap: the most common setup. Unused hours carry forward, but accrual pauses at the cap.
• Use-it-or-lose-it: unused PTO expires at year-end (restricted or banned in some states, including California).
• Unlimited PTO: sounds generous, but studies consistently show employees with "unlimited" policies take fewer days than those with fixed banks — there is no balance to "spend."
• Payout on exit: about half of states treat accrued PTO as earned wages that must be paid out when you leave. Know your state's rule before you quit with a full bank.

How to use this calculator

Enter your annual PTO grant, pay frequency, current balance, and cap. The calculator shows your per-paycheck and monthly accrual, then projects your balance 12 months out assuming you use nothing. The cap warning tells you whether — and roughly when — you will hit the ceiling, so you can schedule time off before accrual stalls.

PTO FAQ

Does sick leave accrue the same way? Often yes, but many states now mandate separate paid sick leave accrual (typically 1 hour per 30–40 hours worked), tracked apart from vacation PTO.

Can my employer take away accrued PTO? Generally no — accrued PTO is considered earned compensation in most states. But future accrual rates can usually be changed going forward with notice.

Is PTO paid out if I am laid off? Depends on your state and company policy. In states like California and Illinois, yes — accrued vacation must be paid out. In others, company policy decides.

Disclaimer: PTO law varies significantly by state and this tool is for planning only — check your employee handbook and state labor agency for the rules that apply to you.