PTO & Vacation Accrual Tracker
Track PTO accrual and avoid forfeiting unused days. Enter values for instant results with step-by-step formulas.
Formula
Monthly Accrual = Annual Days / 12; Balance = Current + Accrual - Usage
Worked Examples
Example 1: New Employee Accrual
Problem: New hire gets 15 days annually, accrues monthly. Currently 6 months in, has used 3 days. What's balance and year-end projection?
Solution: Annual: 15 days\nMonthly accrual: 15 / 12 = 1.25 days/month\n\nAfter 6 months:\nAccrued: 1.25 × 6 = 7.5 days\nUsed: 3 days\nCurrent balance: 7.5 - 3 = 4.5 days\n\nRemaining accrual (6 months):\n1.25 × 6 = 7.5 days\n\nYear-end balance (assuming no usage):\n4.5 + 7.5 = 12 days\n\nIf carryover limit is 5 days:\nCarry to next year: 5 days\nUse or lose: 12 - 5 = 7 days\n\nRecommendation: Plan 7+ days vacation before year-end to avoid forfeiture.
Result: Current: 4.5 days | Year-end: 12 days | Must use 7 days or forfeit
Example 2: Tenured Employee Planning
Problem: Employee with 20 days annual PTO, accrues monthly. Current balance: 15 days. Planning 10-day vacation. Carryover limit: 10 days. What's trajectory?
Solution: Monthly accrual: 20 / 12 = 1.67 days/month\n\nCurrent balance: 15 days\n\nPlanned usage: 10 days\nBalance after vacation: 15 - 10 = 5 days\n\nRemaining accrual to year-end (assume 6 months):\n1.67 × 6 = 10 days\n\nYear-end projected balance:\n5 + 10 = 15 days\n\nWith 10-day carryover limit:\nCarryover: 10 days\nUse or lose: 5 days\n\nRecommendation:\nPlan additional 5-day break before year-end\nOR lose 5 days\n\nAlternatively, take vacation later in year to avoid excess.
Result: After planned trip: 5 days | Year-end: 15 days | Need 5 more days off to avoid loss
Example 3: Unlimited PTO Reality Check
Problem: Company offers 'unlimited' PTO. Employee has taken 8 days in 10 months. Should they take more?
Solution: Unlimited PTO analysis:\n\nUsage so far: 8 days in 10 months\nAnnualized: 8 / 10 × 12 = 9.6 days/year\n\nComparison:\nUS average: 15 days\nTheir usage: 9.6 days (below average!)\n\nUnlimited PTO paradox:\nNo 'use or lose' pressure\nUnclear norms\nGuilt about taking too much\nResult: employees take less\n\nRecommendation:\nPlan remaining 2 months: 4+ days\nAnnual total: 12-13 days (closer to market)\n\nUnlimited doesn't mean zero!\nTake time off to prevent burnout.\n\nBenchmark: what do peers take?\nMatch or exceed team average.
Result: 9.6 days annualized | BELOW average | Take 4+ days in remaining 2 months
Frequently Asked Questions
How does PTO accrual work?
PTO accrues based on time worked. Common methods: monthly (X days per month), bi-weekly (X days per paycheck), or annual (lump sum at year start). Example: 15 days annually = 1.25 days/month or 0.577 days/paycheck. Accrual starts from hire date; some companies have waiting periods before usage.
What's typical PTO in the US?
US average: 10-15 days for new employees, increasing to 15-20 days with tenure. This includes vacation and sick time combined. By comparison: European countries mandate 20-30 days minimum. Tech companies often offer 15-25 days. Entry-level: 10 days, mid-career: 15-20 days, senior: 20-30 days.
What is use-it-or-lose-it PTO?
Some employers cap PTO accrual or don't allow carryover. Unused days are forfeited at year-end. This encourages usage and limits company liability (accrued PTO is a balance sheet liability). Some states prohibit use-it-or-lose—requiring payout of unused time. Check your state laws and company policy.
Can employers cap PTO accrual?
Yes, legally in most states. Common practice: cap at 1.5-2x annual accrual. Once capped, you stop accruing until you use some. Prevents unlimited accumulation. Some companies buy out excess days; others enforce use-or-lose. California prohibits forfeiture but allows caps.
Do I get paid out for unused PTO if I quit?
Depends on state and company policy. California, Massachusetts, and others require payout. Other states allow company to forfeit unused PTO. Check: state law and employee handbook. This is why PTO is a liability on company books—it may need to be paid out.
What's unlimited PTO and how does it really work?
Unlimited PTO means no accrual cap—take what you need with manager approval. Reality: employees often take less than with fixed PTO (no 'use or lose' pressure). Benefits employer: no PTO liability on books, no payout when employees leave. Actual usage averages 10-15 days even when 'unlimited.'