PTO Calculator: Track Your Paid Time Off Balance
This PTO calculator tracks your paid time off balance across vacation, sick, and personal leave so you always know how many days you have left. Set your allowance, log each request from a date range, and watch your remaining balance update instantly.
It works whether your company grants all leave at once or accrues it each pay period, and it splits your usage into days already taken versus days you have planned ahead — giving employees, HR teams, and managers a clear read on time-off balances and utilization.
How to Use the PTO Calculator
Set your PTO allowance
Under PTO Settings, enter your yearly days for Vacation, Sick, and Personal leave (defaults are 15, 10, and 5). Each field accepts half-day increments, so you can enter values like 12.5.
Choose an accrual method
Pick Annual Lump Sum if all days are available from the start of the year, or Per Pay Period if PTO builds up over time. For accrual, set the Pay Periods per Year (weekly, bi-weekly, semi-monthly, or monthly) and how many Pay Periods Elapsed.
Add time off entries
Click Add Entry, choose the leave type, and pick a start and end date — the number of days is calculated automatically (counted inclusively). You can also type the days manually for partial days, and add an optional note.
Review your balance
The summary panel shows your Total Balance with a progress bar, a per-type Breakdown, and statistics for Total Used, Planned, and Utilization. Use Reset anytime to return to the default settings.
Features
Three Leave Categories
Track vacation, sick, and personal leave separately, each with its own allowance and color-coded usage bar.
Two Accrual Methods
Switch between Annual Lump Sum, where all days are available up front, and Per Pay Period, where days accumulate over time.
Flexible Pay Frequencies
Per-pay-period accrual supports weekly (52), bi-weekly (26), semi-monthly (24), and monthly (12) pay schedules.
Accrual Projection
See how many days you have accrued so far, the rate added per pay period, and your projected year-end total.
Smart Date Calculation
Pick a start and end date and the days fill in automatically, counted inclusively, with manual override for partial days.
Visual Balance Dashboard
A live summary shows your total remaining balance and a per-category breakdown with progress bars.
Usage Statistics
Track total days used, days planned ahead, and your overall utilization percentage at a glance.
Past vs. Planned Tracking
Entries with past start dates count as used, while future entries count as planned, for an accurate balance.
One-Click Reset
Reset allowances, accrual settings, and entries back to the defaults instantly whenever you want to start over.
Frequently Asked Questions
What is PTO?
PTO stands for Paid Time Off — an employee benefit that provides paid leave for vacation, illness, personal matters, or other reasons, depending on your company's policy. This calculator groups it into vacation, sick, and personal categories.
What is the difference between annual lump sum and per-pay-period accrual?
Annual Lump Sum grants all your PTO at the start of the year, so the full balance is available immediately. Per Pay Period accrues a fraction of your yearly allowance each pay cycle — the calculator divides your annual days by the number of pay periods and multiplies by the periods elapsed.
How much PTO do I earn per pay period?
Your per-period rate is your annual allowance divided by the number of pay periods in the year. For example, 15 vacation days on a bi-weekly schedule (26 periods) accrues about 0.58 days per pay period. Switch to Per Pay Period mode and the Accrual Projection card shows this rate for you.
How are days calculated from a date range?
The calculator counts every calendar day from the start date to the end date, inclusive — January 1 to January 5 counts as 5 days. If you need to exclude weekends or holidays, just edit the days field manually after selecting your dates.
Can I enter half days?
Yes. Both the allowance fields and the days field on each entry accept increments of 0.5, so you can enter 0.5 for a half day off or set an allowance like 12.5 days.
What happens if I use more days than my allowance?
The remaining balance simply shows a negative number, and the progress bar caps at 100%, making it clear you have exceeded your allocated PTO for that category or in total.
Is my data saved or uploaded?
No. All calculations happen locally in your browser, and nothing is sent to a server or stored between sessions. If you want to keep your records, note them down before closing the page.
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