Biweekly accrual with cap
- Accrual per period: 4 hours; 26 periods → 104 hours accrued
- Starting 40 + 104 − 80 used = 64 hours before cap
- Cap 120 → Ending balance 64; Lost to cap = 0
finance calculator
PTO Accrual Calculator
Project annual PTO accrual, remaining hours after usage, and any hours lost to a carryover cap.
Results
- Total PTO accrued this year
- 104.00
- Ending PTO balance after usage/cap
- 64.00
- Hours forfeited to cap
- 0.00
How to use this calculator
- Enter your starting PTO balance.
- Enter accrual per pay period and the number of pay periods per year (e.g., 26 for biweekly).
- Add expected PTO usage and your employer’s carryover cap to see ending balance and any forfeited hours.
Inputs explained
- Accrual per pay period
- Hours of PTO earned each paycheck (or per accrual cycle).
- Pay periods per year
- Typical values: 12 monthly, 24 semi-monthly, 26 biweekly, 52 weekly.
- Planned PTO used
- Hours you expect to take off this year.
- Carryover cap
- Maximum PTO hours allowed to carry; extra hours above this are forfeited.
How it works
Total accrual = accrual per pay period × pay periods per year.
Ending balance = starting balance + total accrual − planned usage; if a carryover cap applies, ending balance is limited to that cap.
Hours lost = any amount above the cap that would be forfeited at year-end.
Formula
Total accrual = Accrual per period × Pay periods Ending balance = Starting + Total accrual − Used (capped at carryover limit) Hours lost = Max(0, Ending balance before cap − Cap)
When to use it
- Checking if you’ll hit a use-it-or-lose-it cap.
- Planning vacations while keeping a buffer of PTO.
- Adjusting accrual or carryover assumptions when changing employers or pay schedules.
Tips & cautions
- If your employer has separate vacation/sick buckets, run them separately.
- If your accrual increases with tenure, re-run when you reach the next tier.
- Some policies cap accrual each period once you hit the maximum—confirm how your employer enforces caps.
- Simplified annual snapshot; does not model month-by-month caps or front-loading policies.
- Assumes a single carryover cap and linear accrual; check your employee handbook for exact rules.
- Does not include cash-out or PTO sellback programs.
Worked examples
High balance hitting cap
- Starting 120, accrual 5 hours × 26 = 130, usage 40
- Balance before cap = 120 + 130 − 40 = 210
- Cap 160 → Ending balance 160; Hours lost = 50
Deep dive
Use this PTO accrual calculator to see total hours earned, ending balance after planned time off, and any hours lost to a carryover cap.
Enter accrual per pay period, pay periods per year, starting balance, usage, and cap to plan vacations and avoid use-it-or-lose-it forfeiture.
FAQs
- Does this handle monthly or weekly payroll?
- Yes. Set pay periods per year (e.g., 12 monthly, 24 semi-monthly, 26 biweekly, 52 weekly).
- What if my accrual rate steps up with tenure?
- Run the calculator again when your rate changes, or average the rate for the year for a quick estimate.
- Do caps apply per period or only at year-end?
- This model applies the cap at year-end. Some employers cap accruals mid-year once you hit the max—check your policy.
- Can I include separate sick and vacation banks?
- Calculate each bank separately unless your employer combines them into a single PTO bucket.
- What if there is no cap?
- Set a very high cap or 0 to effectively remove the cap in the calculation.
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For planning only. PTO accrual rules vary by employer and jurisdiction. Always confirm details with HR before making decisions.