PTO Calculator — FAQ
25 questions about paid time off, accrual, carryover, and state laws.
What is PTO?
PTO (Paid Time Off) is employer-provided leave that employees can use for vacation, illness, personal days, or any other reason, while still receiving their regular pay.
How is PTO accrual calculated?
PTO accrual is most commonly calculated as: (Hours Worked × Accrual Rate) or a fixed amount per pay period. Example: 1 hour earned per 30 hours worked = roughly 13 days per year for a full-time employee.
What does PTO accrual rate mean?
The accrual rate is how quickly you earn PTO. A rate of 0.0385 hours per hour worked means you earn 1 hour of PTO for every ~26 hours worked, totaling about 80 hours (10 days) per year.
How many days of PTO does the average American get?
According to the Bureau of Labor Statistics, private industry workers average about 10 days PTO after 1 year, rising to 15 days after 5 years and 20 days after 20 years.
Does unused PTO carry over?
It depends on your employer policy and state law. Some states (like California) require all earned PTO to carry over indefinitely. Others allow use-it-or-lose-it policies. Check your employee handbook.
Can an employer take away accrued PTO?
In most states, once PTO is earned it cannot be forfeited. California, Colorado, and several other states explicitly prohibit employers from voiding earned PTO.
Do I get paid out my PTO when I quit?
This depends on state law and company policy. California, Colorado, Illinois, and Louisiana require payout of earned vacation upon termination. Many states leave it to employer policy.
What is the difference between PTO and vacation?
PTO is a combined bucket covering vacation, sick days, and personal time. Traditional vacation is a separate bucket. PTO banks have become more common as they give employees flexibility.
What is unlimited PTO?
Unlimited PTO policies allow employees to take any amount of paid leave with manager approval. Despite the name, most employees with unlimited PTO take fewer days than those with accrual-based plans.
What is a PTO carryover cap?
A carryover cap limits how many PTO hours you can roll into the next year. For example, a 40-hour cap means any balance above 40 hours is forfeited at year-end.
What does "use it or lose it" PTO mean?
A use-it-or-lose-it policy means all unused PTO expires at year-end, with no payout or rollover. These policies are illegal in California but permitted in many other states.
How do I convert PTO hours to days?
Divide PTO hours by your hours-per-workday. If you work 8-hour days: 40 PTO hours ÷ 8 = 5 days. For 7.5-hour shifts: 40 ÷ 7.5 = 5.3 days.
What is front-loaded PTO?
Front-loaded PTO means your full annual allowance is granted at the start of the year (or anniversary date), rather than accruing gradually. Some employers clawback unused hours if you leave mid-year.
Can part-time employees earn PTO?
Many employers offer prorated PTO for part-time workers. Some state laws (like Washington and Arizona) mandate paid sick leave for all employees including part-time and temporary workers.
What is sick leave vs. PTO?
Sick leave is a dedicated bucket for illness-related absences. PTO combines sick + vacation into one pool. Some states mandate separate paid sick leave even if an employer has a PTO policy.
How does FMLA relate to PTO?
Under FMLA, employers can require employees to use accrued PTO concurrently with their 12-week unpaid FMLA leave. This means your FMLA leave and PTO run at the same time, not sequentially.
Do holidays count against PTO?
Typically no. Most employers offer separate paid holidays in addition to PTO. However, some companies run a combined holiday + PTO bank — check your employee handbook.
What happens to PTO when a company is acquired?
Typically, earned PTO balances are honored after acquisitions. The new employer's policies apply going forward. Get any PTO balance commitment in writing before an acquisition closes.
Can my employer change my PTO policy?
Employers can change PTO policies prospectively (for future accruals) with proper notice. In most states, they cannot eliminate already-earned PTO retroactively.
How much PTO should I have saved before quitting?
Ideally enough to cover the gap between jobs, plus a buffer. If your new job has a 90-day waiting period before PTO kicks in, having 2–3 weeks saved gives you a cushion.
How do I calculate how many PTO days I have left?
PTO Days Remaining = (Total PTO Hours Earned YTD − Hours Used) ÷ Hours Per Day. Our calculator does this automatically based on your accrual method.
What is a floating holiday?
A floating holiday is a paid day off that the employee can use on any day of their choice, separate from their standard PTO balance. Common: 1–2 floating holidays per year.
Is PTO taxed?
Yes. PTO payouts are subject to federal income tax, Social Security, and Medicare taxes, just like regular wages. Employers withhold at your normal rate or at the supplemental wage rate.
What accrual rate gives me 15 days of PTO per year?
For biweekly pay (26 periods): 120 hours ÷ 26 = 4.615 hours per period. For hourly accrual (2,080 work hours/year): 120 ÷ 2,080 = 0.05769 hours per hour worked.
Is my data saved when I use this calculator?
No. All calculations run entirely in your browser. Nothing is sent to our servers, stored, or shared.