PTO Accrual Rate Calculator
Convert an annual paid-time-off allowance into the exact hours earned per hour worked, per pay period and per month.
How it works
Annual PTO hours = days × hours/day · Per hour worked = annual PTO ÷ (weekly hours × 52) · Per pay period = annual PTO ÷ pay periods
Accrual-based PTO lets employees earn time off gradually instead of receiving it all on day one. The per-hour rate is what payroll systems store: multiply it by hours worked each period to add the right amount to the balance. Setting the rate from an annual allowance keeps a part-timer and a full-timer earning proportionally to the hours they actually put in.
Worked example
A 15-day allowance at 8 hours a day is 120 PTO hours a year. Over 2,080 hours worked (40 × 52) that is 120 ÷ 2,080 = 0.0577 hours of PTO per hour worked. On a biweekly cycle of 26 pay periods, each paycheck adds 120 ÷ 26 = 4.62 hours.
Frequently asked questions
How do I set a per-hour accrual rate?
Divide the total annual PTO hours by the number of hours an employee works in a year. At 40 hours a week that base is 2,080 hours, so 120 PTO hours becomes 0.0577 hours accrued per hour worked.
Does this work for part-time employees?
Yes — that is the advantage of a per-hour rate. Someone working 20 hours a week accrues at the same rate but on fewer hours, so they earn proportionally less PTO automatically.
Why do accrual amounts differ by pay frequency?
The annual total is fixed, so fewer pay periods means more PTO per period. Monthly payroll adds 12 chunks a year while biweekly adds 26 smaller ones — the yearly sum is identical.
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Educational planning estimate, not accounting, tax or HR advice.