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PTO Accrual and Payout Calculator

Calculate how much paid time off an employee earns per paycheck and per hour worked. Estimate the value of unused PTO at separation.

About this calculator

Your results update in your browser as you enter your figures.

Method note: The fully loaded cost of an employee Note reviewed:

What to expect Have the employee's pay, weekly hours, annual PTO allowance, and pay frequency ready. About two minutes.

Pay

$

PTO allowance

Enter annual PTO in days or hours. The calculator counts each day as 8 hours.

PTO payout

Enter the earned, unused PTO balance at separation. Each day counts as 8 hours.

Estimated PTO payout

$0
0 hours unused
PTO earned per paycheck
0 hrs
PTO earned per hour worked
0 hrs

PTO breakdown

Hourly pay rate used
$0
Annual PTO
0 hrs
PTO per pay period
0 hrs
PTO per hour worked
0 hrs
PTO per month
0 hrs
Annual PTO value
$0
Estimated PTO payout
$0

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Email yourself the PTO calculation and your inputs.

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How the calculation works

Calculating PTO accrual and payout

The calculator shows PTO earned per paycheck and per scheduled hour, along with the estimated value of unused PTO. Use your company PTO policy and applicable state requirements to confirm the payout amount.

See the calculation

PTO accrual

PTO per paycheck equals annual PTO hours divided by the number of pay periods. For hourly accrual, the calculator divides annual PTO hours by scheduled annual hours, which is the weekly hours you enter times 52. For a 40-hour schedule, that is 2,080 hours per year. One PTO day equals 8 hours.

PTO payout

Multiply unused PTO hours by the hourly pay rate. For salaried employees, the calculator uses annual salary divided by 2,080 hours.

Beyond PTO accrual

Explore the full cost of an employee

The Employee Cost Calculator workbook brings pay, payroll taxes, benefits, workers' compensation, PTO, and overhead together to show annual employment costs.

$29

One-time purchase. Instant download.

See the Employee Cost Calculator

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Related resources

Related calculators and research

  • Reference note How to estimate the cost of absenteeism Research-based estimates of employee absence costs, including differences by role and protected leave considerations.
  • Calculator True Cost of an Employee Calculate annual employment costs, including payroll taxes, benefits, workers' compensation, payroll administration, and overhead. See how paid time off affects hourly cost.
  • Calculator Absenteeism Cost Estimate annual unplanned absence costs using daily pay, coverage expenses, and lost productivity.
  • Calculator Severance Pay Estimate severance using pay, years of service, and your policy, with optional PTO and benefits amounts.
  • Calculator Overtime Pay Calculate weekly overtime pay under federal FLSA rules, including nondiscretionary bonuses in the regular rate.

See all free HR calculators

Compare this estimate with your records to help plan your next step.

Next steps

Save or expand your estimate

Keep your PTO figures or include them in the full cost estimate for the position.

01 · Enter PTO details

Review PTO accrual

Enter the pay and PTO figures for the employee.

02 · Save and compare

Email your results

Email your PTO figures for reference. The workbook shows how PTO contributes to the full cost of the position.

See the Employee Cost Calculator →
03 · Review policies · $89

HR Policy Starter Pack

Includes an employee handbook template with foundational policies for pay, hours, and leave.

See what is inside →