Time Off Calculator

Free Time Off Calculator

Every paycheck adds to your time off, and every day off spends it. The trouble is keeping track. Our free time off calculator shows your full picture in one place: hours earned, hours used, and hours still waiting for you.

Enter your starting balance, your accrual rate, and what you have used. You will see your remaining hours, the day equivalent, and how much of your time off is already gone.

How to use the time off calculator

1. Enter your starting balance in hours, usually from January 1.
2. Enter how many hours you earn per pay period, and how many periods have passed.
3. Enter the hours you have used so far this year.
4. See your remaining balance in hours and days, plus your usage percent.

What counts as time off?

Time off is any paid leave your employer gives you. For most people that means vacation days, sick days, and personal days. Some companies keep them in separate banks. Others roll everything into one PTO bank.

This calculator tracks the combined total across all banks. If your company splits leave into separate banks and you want each one tracked on its own, our leave calculator handles vacation, sick, and personal days separately.

A worked example

Meet Sarah. She started the year with 40 hours of PTO. Her company adds 6 hours every pay period, and 10 pay periods have passed. That is 60 hours earned, for a total of 100 available hours.

Sarah used 16 hours for a long weekend in spring. Her remaining balance is 84 hours, which equals 10.5 days off. She has used 16 percent of her time off so far.

Try her numbers in the calculator above, then enter your own. The math is simple: earned equals rate times periods, total equals starting balance plus earned, and remaining equals total minus used.

Common mistakes that shrink your balance

• Forgetting future accrual. Your balance today is not your balance in December. If leave accrues every paycheck, more hours are still on the way. Enter your per period rate above to see the full picture.
• Mixing up hours and days. 84 hours sounds like a lot until you divide by 8. Always convert to days before planning a trip. Our PTO hours to days calculator converts any amount instantly.
• Ignoring the rollover cap. Many companies let you carry over only a fixed number of hours into the new year. Anything above the cap disappears on January 1, so check your handbook now.
• Skipping partial days. A half day here and an early Friday there add up fast. Log every absence, even the short ones, or your real balance will surprise you.

What to do with your result

If your balance is healthy, start planning. Attach days to public holidays to stretch them into longer breaks. Our maximize PTO calculator finds the longest possible stretches for 2026.

If your balance is running low, protect what is left. Keep a few days back for emergencies instead of spending everything on one trip. And check whether unused hours can be cashed out with our PTO payout calculator.

Either way, check your balance once a month. It takes thirty seconds and prevents end of year surprises like expired hours or denied requests.

Related calculators

• Paid Time Off Calculator: track your yearly PTO allowance with a year end projection.
• Vacation Time Calculator: focus on vacation hours alone, with day conversions.
• PTO Accrual Calculator: see exactly how your balance grows with every paycheck.
• Sick Leave Accrual Calculator: track sick leave on its own.
• PTO Hours to Days Calculator: convert any hours balance into days instantly.

Frequently asked questions

1. How do I calculate my remaining time off?
   Take your starting balance, add hours earned through accrual, then subtract hours used. The calculator above runs all three steps at once.
2. What is the difference between PTO and vacation time?
   Vacation time is one type of PTO. PTO is the wider bank that can also include sick days and personal days.
3. How many hours of PTO is normal per year?
   Many full time US workers get 80 to 160 hours per year, which is 10 to 20 days. It usually grows with tenure.
4. Does unused time off roll over to next year?
   It depends on your employer. Some allow rollover up to a cap, while others follow use it or lose it rules.
5. How do I convert PTO hours to days?
   Divide by 8 for a standard workday. For example, 84 hours equals 10.5 days.
6. Should I track time off in hours or days?
   Hours are more precise, especially with partial days. Convert to days when you plan trips.
7. How often should I check my time off balance?
   Once a month is enough for most people. Monthly checks catch payroll errors early and stop hours from expiring unnoticed.
8. What happens to unused time off at year end?
   It depends on your employer’s rollover policy. Some hours carry over up to a cap, and the rest expire. Check your handbook before December so nothing goes to waste.