PTO / Annual-Leave Accrual Calculator
PTO and annual-leave accrual calculator — enter your yearly leave entitlement, months worked, leave used and any carryover to see how much paid time off you have accrued and your remaining balance, in days and hours, with your monthly accrual rate. Runs in your browser.
PTO / Annual-Leave Accrual Calculator
How to Use the PTO Accrual Calculator
Enter your entitlement
Type your annual paid-leave entitlement in days, and how many months you have worked this year.
Add used and carryover
Enter how much leave you have already taken and any days carried over from last year.
Set your workday
Enter your standard hours per day so the tool can show your balance in hours as well as days.
Read your balance
See accrued leave, your remaining balance and how much of your available leave you have used.
Keeping Track of Your Paid Leave
Paid time off is part of your compensation, yet most people have only a hazy idea of how much they have actually earned at any given moment, because leave usually accrues quietly through the year rather than arriving all at once. This calculator turns that fuzziness into a clear figure. It assumes the common pro-rata model, where your annual entitlement builds up evenly as the year passes, so the leave you have accrued so far is your yearly allowance multiplied by the fraction of the year you have worked. Eighteen days a year, six months in, means nine days accrued. From there it works out your usable balance by adding any leave carried over from last year and subtracting whatever you have already taken, and it shows the result in both days and hours.
The days-and-hours distinction matters more than it seems. Many workplaces, especially for part-time or shift staff, track leave in hours rather than whole days, and a “day” of leave is only meaningful once you know how long your standard working day is. By entering your hours per day, you get a balance expressed both ways, which is useful when your HR system reports one and your manager talks in the other. The usage bar adds a quick visual sense of how much of your available leave you have spent, and flags the awkward situation of being over-drawn — having taken more than you have so far earned, which under many policies means you have effectively borrowed against future accrual and could owe time back if you left.
It is worth being clear about what the tool assumes, because leave policies are anything but uniform. The pro-rata model here is the most common, but some employers grant the entire entitlement on the first day of the year, some accrue it per pay period rather than per month, and most impose caps on how much unused leave you can carry forward or a deadline by which it must be taken. Statutory minimums and the treatment of unused leave when you leave a job also vary by country and contract — in many places accrued statutory leave must be paid out, while contractual leave above the minimum follows your employer’s rules. So treat this as a clear, well-structured estimate of where you stand, ideal for planning a holiday or checking a payslip, and confirm the exact figure with your official HR records before making decisions. Everything is computed in your browser, so none of your details leave your device.
Leave is part of your pay — knowing your real balance is the difference between using it and quietly losing it.
10 Facts About Paid Leave
PTO usually accrues as the year progresses.
Accrued ≈ entitlement × (months worked ÷ 12).
Balance = carryover + accrued − used.
Many employers cap carryover into the next year.
Days convert to hours by your standard workday.
Some firms grant the full entitlement up front.
Taking less than you accrue builds an unused balance.
Over-drawing leave can mean owing time back.
Unused leave is sometimes paid out on leaving.
This calculator runs in your browser — nothing is uploaded.
Frequently Asked Questions
- Most employers let paid leave build up over the year rather than granting it all on day one. The tool estimates accrued leave as your annual entitlement multiplied by the fraction of the year worked — months worked divided by twelve. So with 18 days a year, after six months you have accrued nine days.
- Your balance is any leave carried over from last year, plus what you have accrued so far this year, minus what you have already taken. The headline figure is that balance in days, and the tool also shows it in hours using your standard workday length.
- Some employers credit the full annual entitlement at the start of the year rather than accruing it monthly. If that is your policy, set months worked to 12 to see your full entitlement, then subtract what you have used. The pro-rata accrual view is mainly useful for mid-year balances and for leavers.
- By your standard workday. If a working day is eight hours, then ten days of leave is eighty hours. Some workplaces track leave in hours rather than days, especially for part-time or shift workers, so the tool shows both using the hours-per-day figure you enter.
- Carryover is leave from a previous year that you are allowed to bring forward. Many employers cap how much you can carry over, or require it to be used by a certain date, so enter only the amount your policy actually permits. The tool adds it to your accrued leave when working out your balance.
- If your used leave exceeds your carryover plus accrued leave, your balance goes negative and the tool flags it as over-drawn. Depending on your employer’s policy, that can mean you have effectively borrowed against future accrual or may owe time back if you leave before earning it.
- In many places, accrued but untaken statutory leave must be paid out when you leave a job, while rules for contractual leave above the statutory minimum vary. This calculator shows your accrued balance, which is the starting point for any such payout, but the exact entitlement depends on local law and your contract.
- Yes, in the sense that you can enter a pro-rata entitlement and a shorter workday. Part-time leave is usually pro-rated to hours worked, so enter the entitlement your employer has set for your hours and the matching hours-per-day, and the days-and-hours figures will line up with your contract.
- The maths is exact for an even, pro-rata accrual model, which is the most common. If your employer accrues per pay period, grants leave up front, or applies caps and rounding, the precise figure on your payslip or HR system may differ slightly. Use this as a clear estimate and check your official balance for decisions.
- Completely free, with no account or usage limit. It runs entirely in your browser, collects no data, and works offline once the page has loaded.
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