PTO Accrual Calculator
Every time-off balance under your own accrual policy, built period by period, beside the figure a spreadsheet formula would give.
Reads .xlsx and .csv inside your browser. Nothing is uploaded.
It applies your policy, not the law
The rates, tiers, cap and carryover are whatever you enter. The tool does not know the minimum leave the law requires where your people work, whether a cap or forfeiture is allowed there, or what must be paid out when somebody leaves. In some places the law limits all three. Check your policy against the rules that apply with your advisers; this checks your balances against your policy.
The roster
Drop a spreadsheet here
One row per person with an ID and a hire date. FTE, pay and an opening balance from your system all help.
Time off taken (optional)
Drop a spreadsheet here
One row per absence with an ID, a date and the hours or days. Dated time off lets a cap work properly.
Your accrual policy
Shown with an example. Set every line to your own policy. The tool applies exactly this and nothing else, including nothing the law may require where your people work.
Time off, paid.
Fromyears of service,hours a year for a full-timer(15 days)
Fromyears of service,hours a year for a full-timer(20 days)
Fromyears of service,hours a year for a full-timer(25 days)
Balancestimes.
At the start of each,hours carries over.
Accrual startsdays after hire, a part period earns, and a full-time week ishours.
A balance is a history, not a formula
The spreadsheet version is rate times time, minus what was used. It is quick and it is wrong in four quiet ways, all of which push the same direction: the balance, and the liability on the balance sheet, come out higher than the policy allows. So every balance here is rebuilt period by period, in date order, and shown beside the spreadsheet figure.
A tier changes on an anniversary
Somebody who reached three years in May earned at the old rate until May. Today’s rate for the whole year credits them with months at a rate they had not reached. Here the new rate starts with the first period ending on or after the anniversary.
A cap stops accrual, and the hours do not come back
While a balance sits at the cap, nothing is earned, and taking a week off afterwards does not return what was missed. Clamping the final figure to the cap puts some of it back. With dated time off, the tool stops and restarts accrual exactly when the policy would. People at the cap are listed, because a person who has stopped taking leave is worth a conversation for reasons that have nothing to do with the arithmetic.
Carryover forfeits hours at the year end
Anything above the carryover limit is gone on the first day of the new plan year, calendar or anniversary. Ignore it and the balance carries hours nobody has any more. The forfeitures are posted on the day they happen and totaled.
A part-timer earns their share
FTE scales every accrual, weekly hours are read as a share of a full-time week, and somebody hired on the 20th earns the part of that period they worked. Front-loaded grants are prorated for anybody who joins part way through a plan year.
Start from the balances you already have
Rebuilding years of history from hire dates only works if every day off is in the file. Give the tool each person’s balance from your system at the end of a date, and the time off since, and it rebuilds from there; the result is a check on what your system shows today. Open anybody to see every line of their ledger.
What this does not do
It does not approve or deny time off, decide whether a balance is paid out when somebody leaves, or say whether your policy meets any legal minimum. The balance at pay is the balance multiplied by each person’s rate, an accounting figure rather than a statement of what is owed. For attendance patterns rather than balances, the Absence Analyzer does that job.