Free Leave Accrual Calculator — PTO & Annual Leave Balance
Leave accrual is the process of earning paid time off incrementally over a period of employment. This calculator computes the total accrued leave balance based on joining date, accrual rate (days per month or per year), accrual frequency, and any leave already taken.
How to use Leave Accrual Calculator
Enter joining date and accrual rate
Set the employee's start date and how many days of leave they earn per year (e.g. 20 days/year).
Choose accrual frequency
Select monthly, bi-weekly, or annual accrual. Annual gives the full balance at the start of the year; monthly and bi-weekly accrue gradually.
Subtract leave taken
Enter days already taken. The calculator shows remaining balance as of today.
Frequently asked questions
Leave accrual is the process of earning paid time off incrementally throughout the year rather than receiving the full annual balance on a set date. An employee with a 20-day annual entitlement accrues 1.67 days per month (20 ÷ 12). Accrual benefits employers by limiting payout liability when an employee leaves mid-year, while frontloaded systems — crediting the full balance at year start — are more attractive to employees.
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Further reading
Authority documentation and specifications behind this tool.
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