PTO Accrual Calculator
Calculate how much paid time off you accrue per pay period based on your annual PTO hours and pay schedule. Plan your vacation time accurately.
Sick Leave Accrual Calculator
Calculate sick leave accrual based on hours worked. Determine your earned sick hours using the 1-per-30 or custom accrual ratio with maximum cap tracking.
Common: 30 (CA, NY) or 40 (WA)
hrs
0 = no cap
hrs
hrs
Approved but not yet taken
hrs
$/hr
hrs
Total Accrued⧉
40.00 hrs
Raw: 40.00 hrs (within cap)
Available Balance⧉
32.00 hrs
4 workdays (none pending)
Usage Rate⧉
20%
Healthy sick leave balance
Cash Value⧉
$704.00
32.00 hrs x $22.00/hr
Year-End Carryover⧉
32.00 hrs
Policy: Capped Carryover
Projected Annual⧉
69.33 hrs
8.7 days at full-year rate
Effective Rate⧉
0.0333 hrs/hr worked
1 hr per 30 hrs worked
Annual Benefit Value⧉
$880.00
Total accrued sick leave value this year
Cap Utilization
40.00 / 48.00 hrs (83.3%)
Balance Breakdown
Used: 8.00
Avail: 32.00
State Sick Leave Law Reference
| State | Accrual Rate | Annual Cap | Carryover | Waiting Period |
|---|---|---|---|---|
| California | 1 hr / 30 hrs | 48 hrs (2024+) | Up to 48 hrs | 90 days |
| New York | 1 hr / 30 hrs | 40-56 hrs | Yes, up to cap | Immediate |
| Arizona | 1 hr / 30 hrs | 24-40 hrs | Yes | 90 days |
| Washington | 1 hr / 40 hrs | No accrual cap | 40 hrs max | 90 days |
| Oregon | 1 hr / 30 hrs | 40 hrs | Up to 40 hrs | 90 days |
| Colorado | 1 hr / 30 hrs | 48 hrs | Up to 48 hrs | Immediate |
| New Jersey | 1 hr / 30 hrs | 40 hrs | Yes | 120 days |
Planning notes, formulas, and examples
About the Sick Leave Accrual Calculator
Many state and local laws require employers to provide paid sick leave that accrues based on hours worked. The most common formula is one hour of sick leave for every 30 hours worked, though some jurisdictions use different ratios like 1:40 or 1:20. Most laws also impose annual or total accrual caps.
This calculator takes the total hours you've worked, applies your accrual ratio, and checks the result against any cap your employer or local law imposes. It shows both the raw accrued hours and the capped balance, so you know exactly where you stand.
Whether you're an hourly employee tracking your own sick time or an employer verifying compliance, This calculator makes the math simple and transparent.
When This Page Helps
Sick leave accrual rules vary widely by location. Getting the calculation wrong can mean non-compliance for employers or missed benefits for employees. This calculator handles any ratio and cap, making it useful across all jurisdictions.
How to Use the Inputs
- Enter the total hours you've worked in the accrual period.
- Enter the accrual ratio (e.g., 30 means 1 hour earned per 30 worked).
- Enter the maximum cap on sick leave hours (annual or total).
- Enter any sick hours already used this period.
- Review accrued hours, capped balance, and remaining usable hours.
Formula used
Raw Accrued = Hours Worked ÷ Accrual Ratio
Capped Balance = Min(Raw Accrued, Cap)
Available = Capped Balance − Hours UsedExample Calculation
Result: 40 hours accrued (capped), 32 hours available
1,200 hours worked ÷ 30 = 40 hours accrued. The cap is 48, so no reduction. After using 8 hours, 40 − 8 = 32 hours remain available.
Tips & Best Practices
- Check your city and state sick leave laws — the accrual ratio and cap differ by location.
- Some laws allow front-loading the annual maximum instead of accrual tracking.
- Sick leave accrual typically includes overtime hours worked.
- Track accrual per pay period to catch cap-related pauses early.
- Unused sick leave may or may not carry over depending on local law.
- Part-time and temporary employees are often covered by sick leave mandates.
State and Local Sick Leave Laws
As of 2024, over a dozen states and many cities mandate paid sick leave. Rates typically range from 1 hour per 20–40 hours worked. Annual caps range from 24 to 72 hours depending on employer size and location. Employers operating in multiple jurisdictions must track accrual rates separately for each location.
Front-Loading vs. Accrual Tracking
Some laws allow employers to front-load the full annual sick leave amount at the start of the year instead of tracking accrual per pay period. This simplifies record-keeping but requires granting the entire amount regardless of hours worked.
Best Practices for Tracking
Maintain a per-employee log that records hours worked, sick time earned, sick time used, and running balance. Many payroll systems automate this, but manual verification ensures accuracy and compliance during audits.
Sources & Methodology
Last updated:
Frequently Asked Questions
It means you earn 1 hour of paid sick leave for every 30 hours you work. This is the standard rate used in many state sick leave laws, including California and several other states.
Most jurisdictions cap accrual at a certain number of hours per year (commonly 40–48 hours) or total balance. Once you hit the cap, accrual pauses until you use some hours and drop below the limit.
Generally yes. Sick leave accrual is based on total hours worked, which includes overtime. Some employers may have different policies, but most laws count all hours.
It depends on local law. Many jurisdictions require carryover of unused sick leave (often up to a cap). Some allow employers to front-load the annual amount and use a use-it-or-lose-it approach.
Yes, as long as it meets or exceeds the minimum required by law. Some employers voluntarily offer more generous rates like 1 hour per 20 hours worked.
In most jurisdictions, sick leave is not required to be paid out at termination (unlike vacation/PTO). However, some local laws or employer policies may require it. Check your specific jurisdiction.
More in this topic
Vacation Accrual Rate Calculator
Calculate your vacation accrual rate per pay period with tenure-based tiers. See how years of service increase your annual vacation allotment and per-period earn rate.
Accrual Cap Calculator
Calculate when your PTO balance will hit the accrual cap and stop earning. See how close you are to the cap and how many hours to use before accrual pauses.