Vacation Accrual Calculator
Calculate your vacation and PTO accrual with precision. This calculator helps employees and HR professionals determine vacation days earned per pay period, total accrued balance, and cash value of unused time off. Whether you are paid weekly, bi-weekly, semi-monthly, or monthly, get accurate calculations for vacation planning. The calculator accounts for carryover limits, use-it-or-lose-it policies, and projects future balances. Perfect for planning time off, understanding your benefits, or calculating vacation payout at termination.
Annual vacation days earned
Standard work day length
Time employed at current accrual rate
Days already taken this period
Maximum days that can accumulate (0 = unlimited)
For calculating vacation cash value
How does vacation accrual work?
Vacation accrual is the process of earning paid time off (PTO) based on time worked. Most employers accrue vacation incrementally each pay period. For example, if you earn 10 days annually and are paid bi-weekly (26 pay periods), you accrue 0.385 days (3.08 hours) per paycheck. This ensures employees earn vacation proportionally throughout the year.
What is a typical vacation accrual rate?
Common rates: Entry-level (0-2 years): 10 days/year, Mid-level (2-5 years): 15 days/year, Senior (5-10 years): 20 days/year, Executive (10+ years): 25+ days/year. These typically increase with tenure. Some companies offer unlimited PTO or front-load the entire year's allocation on January 1st.
What does "use it or lose it" mean?
Some employers set a cap on accrued vacation (e.g., 20 days maximum). Once you hit the cap, you stop accruing until you use some. "Use it or lose it" policies may also reset unused vacation at year-end. Some states prohibit this practice, requiring payout of earned vacation. Always check your company policy and state laws.
How many hours is one vacation day?
One vacation day equals your standard work day. Most full-time employees work 8-hour days, so 1 vacation day = 8 hours. Some companies use 7.5-hour days. Part-time employees accrue proportionally - if you work 4 hours daily, vacation days are worth 4 hours each.
Can I cash out unused vacation?
This depends on company policy and state law. Some states (like California) require employers to pay out all accrued, unused vacation upon termination. Other states allow "use it or lose it" policies. While employed, cashing out vacation is typically at employer discretion unless you're leaving the company.
How do I calculate vacation accrual per pay period?
Divide annual vacation days by pay periods per year. For bi-weekly (26 periods): 10 days / 26 = 0.385 days/paycheck. For weekly (52 periods): 10 days / 52 = 0.192 days/week. Multiply by hours per day for hourly accrual. Example: 0.385 days * 8 hours = 3.08 hours per bi-weekly paycheck.
What is prorated vacation accrual?
New hires often have prorated vacation for their first year. If you start July 1st with 10 days/year allocation, you've worked 6/12 months, so you accrue 5 days for that year. The calculator shows your earned balance based on months employed, not the full annual rate.
Do vacation hours roll over year to year?
Rollover policies vary: Unlimited rollover (California required), Capped rollover (max 1.5-2x annual rate), Partial rollover (first 5-10 days), No rollover (use-it-or-lose-it). Check your employee handbook. The calculator shows projected balance and warns if you'll hit the cap.
How does PTO differ from vacation accrual?
Traditional vacation accrues separately from sick time. PTO (Paid Time Off) combines vacation, sick, and personal days into one bank. PTO accrual works the same mathematically but offers more flexibility - use for any reason without categorizing. Some argue PTO reduces actual time off since sick days come from vacation bank.
What happens to vacation when I quit?
In most states, accrued vacation must be paid out at termination (voluntary or involuntary). California, Montana, Nebraska, and others mandate payout. Even in states without laws, many employers pay out as standard practice. However, "unlimited PTO" policies often result in zero payout since nothing technically "accrued."
Can my employer reduce my vacation accrual rate?
Employers can change future accrual rates, but cannot take away already-earned vacation in most states. If you've accrued 10 days, they can't reduce it to 5. However, they can lower the rate going forward (e.g., from 15 days/year to 10 days/year) with proper notice. Earned vacation is considered wages in many jurisdictions.
How do holidays affect vacation accrual?
Paid holidays are separate from vacation accrual and don't reduce your accrual rate. If you're paid bi-weekly and a holiday falls in your pay period, you still accrue vacation for that period. However, you cannot "double-dip" by taking vacation on a holiday. Holidays are additional paid days off beyond your vacation allocation.