Your employer's policy · Hours, not entitlements

PTO Accrual and Vacation Planner

Plan time off using your employer's PTO policy. Enter your current balance, accrual schedule and planned leave to see how many hours may be available on a future date.

Balance and policy

Set up your projection

The opening balance is before events on the opening date. Dates are inclusive, with a maximum three-year projection. Carryover resets always happen first; choose whether same-day accrual is available before leave.

01 · Scheduled hours

Your workweek

Enter scheduled hours for each day. Use 0 for days you do not work; weekends can be any days.

One repeating workweek is supported. Shift changes and hourly holiday schedules need a separate projection.

02 · Accrual dates

Payroll schedule

Enter each date when PTO is credited. In hours-worked mode, supply eligible hours for that pay period according to your policy; the planner does not infer them from leave or holidays.

Generation runs through your projection end. For monthly or semimonthly pay, add or edit the exact dates yourself.

03 · Employer calendar

Observed holidays

Only checked dates are treated as days off without using PTO. Federal holidays are suggestions, never automatically selected.

Suggestions use OPM's observed dates for a typical Monday–Friday schedule, reviewed October 21, 2026. Edit dates for your employer or custom workweek. Other years require custom entries; dates outside the projection have no effect.

04 · Policy reset

Carryover limits

Add the actual date and maximum hours retained for each policy reset. A 0-hour cap removes positive unused hours. No reset is assumed if this list is empty.

Enter every reset within the projection; dates do not repeat automatically. Negative projected balances are preserved at reset.

05 · Your plans

Scheduled leave

Add inclusive date ranges. Leave daily hours blank for full scheduled workdays, or enter hours for a partial day. Use separate rows when daily amounts differ.

Daily deductions are limited to scheduled hours and exclude checked employer holidays. Overlapping entries that exceed a day's scheduled hours are rejected.

Inputs remain in your browser and are cleared on reload. Exporting a calendar file is optional.

How to use this tool

  1. Copy your opening balance and accrual rules from your employer.
  2. Select your workweek and the holidays your employer observes.
  3. Add planned leave and review the running balance.

How the result is calculated

The planner processes accrual and leave events in date order. Balance caps and carryover limits are applied when your selected policy requires them.

Worked example

Starting with 40 hours, earning 4 hours over each of three pay periods and using 16 hours leaves 36 hours, before any policy caps.

What this result does not cover

Federal holidays do not automatically create paid leave for every employee. Your employer's policy and any applicable local rules determine your actual entitlement.

Questions people ask

Can I plan a half-day?

Yes. Enter the hours you intend to use.

Does unused PTO always roll over?

No. Enter the carryover rule from your policy.

Is this a payroll record?

No. Compare the projection with your employer's official balance.

Sources and maintenance

OPM: Federal Holidays provides the optional 2026–2027 date suggestions. U.S. Department of Labor: Vacation Leave explains the federal baseline and exceptions. Employer policy inputs take precedence in this projection.

Owner: Toolistify. Reviewed October 21, 2026. Refresh holiday suggestions yearly and review when policies change; next holiday review January 1, 2027. This calculator does not establish a statutory entitlement.

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