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.