How to calculate PTO accrual
- Find your yearly PTO in hours: days × hours in a workday. 15 days × 8 = 120 hours.
- Per paycheck: yearly hours ÷ number of paychecks (52 weekly, 26 every two weeks, 24 twice a month, 12 monthly). 120 ÷ 26 = 4.62 hours.
- Per hour worked: yearly hours ÷ hours worked in a year (2,080 for 40 hours a week). 120 ÷ 2,080 = 0.0577 hours per hour.
- Projected balance: current balance + (accrual per paycheck × paychecks left) − PTO you plan to use, never above your cap.
PTO accrual for common policies (8-hour days)
| PTO per year | Hours/year | Per biweekly paycheck | Per semimonthly paycheck | Per hour worked | Per 40 hours |
|---|---|---|---|---|---|
| 10 days | 80 | 3.08 h | 3.33 h | 0.0385 | 1.54 h |
| 15 days | 120 | 4.62 h | 5.00 h | 0.0577 | 2.31 h |
| 20 days | 160 | 6.15 h | 6.67 h | 0.0769 | 3.08 h |
| 25 days | 200 | 7.69 h | 8.33 h | 0.0962 | 3.85 h |
PTO on 12-hour shifts
If you work three 12-hour shifts a week, a "day" of PTO usually means 12 hours. 120 hours of PTO covers 10 shifts, not 15 days. Set "Hours in a workday" to 12 and "Hours worked per week" to 36 to see your real numbers. Many hospitals and plants accrue PTO per hour worked, so overtime hours may earn PTO too — check your policy. Planning which shifts to take off? Use the shift rotation calendar to see your schedule for the year.
PTO vs sick leave
Some employers give one PTO bank for everything; others keep vacation and sick leave separate. Many states and cities require paid sick leave — commonly 1 hour for every 30 hours worked (use the "Per hours worked" option with 1 per 30). Check your state's rules and your employee handbook.
For managers
Tracking PTO for a team by hand gets messy fast. Plan coverage around time off in the free schedule maker, total actual hours with the time card calculator, or compare free scheduling apps that track PTO requests automatically.
Frequently asked questions
How do I calculate my PTO accrual?
Divide your yearly PTO hours by the number of paychecks (or by the hours you work in a year). 15 days × 8 hours = 120 hours a year. Paid every two weeks: 120 ÷ 26 = 4.62 hours per paycheck. Per hour worked: 120 ÷ 2,080 = 0.0577 hours for every hour you work.
How much PTO do you get per 40 hours?
Multiply your per-hour accrual rate by 40. With 2 weeks (80 hours) a year it is 1.54 hours per 40 hours worked; with 3 weeks (120 hours) it is 2.31 hours; with 4 weeks (160 hours) it is 3.08 hours.
How much is 3 weeks of PTO in hours?
For a 40-hour week, 3 weeks of PTO is 120 hours (15 eight-hour days). On 12-hour shifts working 36 hours a week, 3 weeks is usually 108 hours.
How many days is 47 hours of PTO?
Divide by the length of your workday: 47 ÷ 8 = 5.9 days on 8-hour days, 47 ÷ 10 = 4.7 days on 10-hour days, and 47 ÷ 12 = 3.9 shifts on 12-hour shifts.
What is a standard PTO accrual rate?
According to the Bureau of Labor Statistics, private-industry workers averaged 10 paid vacation days after 1 year of service, 15 after 5 years, 17 after 10 years and 20 after 20 years (2017). Many employers use one combined PTO bank for vacation and sick days.
What is a PTO cap?
A cap is the most PTO you can hold. Once your balance reaches it, you stop earning more until you use some. Some states, including California, don't allow "use it or lose it" policies, but do allow reasonable caps.
Is unused PTO paid out when you leave?
It depends on your state and your employer's policy. Some states, such as California, require employers to pay out earned vacation when employment ends; many others leave it to the written policy.
Estimates only. Your employer's written policy and your state's law decide how PTO is earned, capped and paid. Source for average vacation days: U.S. Bureau of Labor Statistics.