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Work Hours, Shift, PTO & Staffing Calculators

Free calculators for work hours, shift schedules, PTO, payroll dates and FTE staffing. Check formulas, explore worked examples and export supported results.

Free Work Calculators

Calculate work hours, shift rotations, premium pay, PTO accrual, pay dates and staffing capacity.

Work Hours Calculator

Calculate hours worked across a full week, including unpaid breaks, overnight shifts, overtime, decimal hours and estimated gross pay.

Rotating Shift Calendar

Build a 4-on/4-off, 2-2-3, DuPont work/rest or custom calendar with scheduled hours and an ICS download.

Shift Differential Calculator

Compare flat-dollar and percentage shift premiums and estimate weekly, monthly and annual gross pay.

PTO Accrual Calculator by Hours Worked or Pay Period

Calculate PTO per hour worked, weekly, biweekly, semimonthly or monthly, then project carryover, usage and an optional balance cap.

Pay Date Calendar

Create a complete payroll calendar, count paychecks and identify months containing an extra payday.

FTE & Headcount Calculator

Calculate headcount and FTE from mixed full-time and part-time schedules, or convert workload, shrinkage and coverage buffer into required staffing.

Business Days & Work Hours Calculator

Calculate business days and planned work hours between two dates. Choose working weekdays, exclude your own holiday dates and download a CSV.

Decimal Hours Calculator & Bulk Timesheet Converter

Convert up to 500 work-time rows between hours:minutes and decimal hours, total unrounded values, and export a checked CSV.

PTO Balance Ledger with Accrual Cap

Calculate a PTO balance from dated earn and use transactions. Apply an accrual cap at each earning event and export an auditable balance ledger.

Shift Coverage & Gap Calculator

Find staffing gaps and overlaps in a repeating daily roster. Enter shift times and people counts, compare interval coverage and download a CSV.

Shift Schedules Calculators and Guides

Generate a working calendar, understand common rotation patterns and compare schedules before using one.

Hours & Pay Calculators and Guides

Calculate work hours, subtract unpaid breaks, convert time to decimal hours, and understand shift differential pay with free Intious calculators and guides.

PTO Calculators and Guides

Calculate PTO accrual rates, current balances and future availability across common pay frequencies.

Payroll Calendars Calculators and Guides

Generate pay dates, count checks and find three-paycheck months for weekly, biweekly and other schedules.

Workforce Planning Calculators and Guides

Translate workload, availability and shrinkage into staffing numbers that managers can inspect and explain.

Work Hours, PTO, Shift & Payroll Guides

Practical guides with worked examples, calculation methods and links to free tools.

How to Calculate Work Hours Correctly

A practical guide to calculating worked time, subtracting breaks, handling overnight shifts and converting minutes to decimal hours.

Rotating Shift Schedules: Patterns, Hours and Calendars

Understand how repeating shift rotations work and generate a calendar from a pattern and cycle start date.

Shift Differential Pay: Formula and Examples

Calculate flat and percentage shift premiums and understand how eligible hours affect estimated gross pay.

PTO Accrual Explained: Rates, Balances and Projections

Understand accrual per pay period, hourly accrual, carryover, caps and future PTO balances.

Biweekly Payroll Calendars and Three-Paycheck Months

Generate biweekly payday dates, understand 26-paycheck years and identify months with a third payday.

FTE Workforce Planning: From Workload to Scheduled Staff

Convert workload hours into productive FTEs and adjust for meetings, training, leave and other shrinkage.

Decimal Hours Conversion Chart and Payroll Examples

Convert work hours and minutes to payroll decimals with formulas, a conversion chart, reverse checks and answers for 0.10, 0.50 and 0.80 hours.

How to Calculate an Overnight Shift

When clock-out is earlier than clock-in, add 24 hours to the ending time before subtracting the start and unpaid breaks.

How to Subtract Unpaid Breaks from a Timecard

Subtract unpaid break minutes from elapsed shift time, then convert the result to decimal hours. Follow a worked timecard example and avoid double deductions.

2-2-3 Schedule: A 14-Day Work and Rest Calendar

A common 2-2-3 work/rest cycle is two workdays, two rest days, three workdays, two rest days, two workdays and three rest days.

4 On, 4 Off: Hours, Weekends and Calendar Drift

Four on, four off repeats every eight days. At twelve hours per workday, it averages 42 scheduled hours per seven-day week.

DuPont Schedule: Reading a 28-Day Work/Rest Cycle

The work/rest version modeled here uses 4 work, 3 rest, 3 work, 1 rest, 3 work, 3 rest, 4 work and 7 rest days.

Biweekly PTO Accrual Calculator, Formula and Examples

Calculate PTO earned every two weeks using 26 pay periods, with examples for 80, 120 and 160 annual hours plus rounding and 27-payday-year notes.

PTO Caps and Carryover: Why a Simple Projection Can Differ

Carryover adds an opening balance; a balance cap limits what can be held. A cap applied after every accrual can differ from one applied only at the end.

Convert PTO Hours to Days for Your Shift Length

Divide available PTO hours by the hours charged for one absence day. Forty-eight hours equals six eight-hour days or four twelve-hour days.

Biweekly vs. Semimonthly Pay: 26 vs. 24 Paychecks

Compare biweekly and semimonthly payroll dates, paycheck amounts, hours, three-paycheck months and PTO accrual using a clear 26-versus-24 table.

Find Your Three-Paycheck Months

Generate every fourteen-day payday from one confirmed anchor, then group the dates by month. A month with three generated dates is a three-paycheck month.

Monthly Paydays When the Month Has Fewer Days

For an anchor on the 29th, 30th or 31st, the generator uses the final day of a shorter month rather than omitting that month’s payday.

Staffing Shrinkage Formula: Required Hours and FTE

Calculate staffing with shrinkage: divide productive demand by 1 minus the shrinkage rate, then convert hours to FTE. Includes examples and common mistakes.

FTE vs. Headcount: Calculator, Formula and Examples

Calculate FTE versus headcount from full-time and part-time hours. Compare the formula, 40-hour and 37.5-hour examples, and planning uses.

Calculate Weekly Coverage Hours Before Estimating Staff

Multiply simultaneous positions by operating hours. Two continuously occupied positions across a 24/7 week require 336 productive coverage hours.

How to Count Working Days Between Two Dates

Count dates on your working weekdays, remove actual closures, and decide whether both endpoints belong in the range before multiplying by daily hours.

Turn Working Days into a Monthly Capacity Budget

Multiply working days by scheduled paid hours, then subtract separately identified unavailable time. Keep scheduled capacity distinct from productive capacity.

Why Decimal Hours Totals Differ After Rounding

Rounding each timesheet row can produce a different total from adding the original durations and rounding once. Compare the two methods before investigating missing time.

Check a Decimal-Time CSV Before a Payroll Import

Confirm the expected unit, decimal separator, row rounding and treatment of overtime before importing a converted time column.

Why PTO Transaction Order Changes a Capped Balance

An accrual cap applies when hours are earned. Leave taken before that event creates room; leave taken afterward does not restore accrual already blocked.

How to Reconcile Your PTO Balance: Ledger and Example

Reconcile a PTO balance using opening hours, accruals, leave and adjustments. Follow a worked ledger example and find the first transaction that differs.

Why Enough Staff Hours Can Still Leave Coverage Gaps

Total staffing hours measure volume. Coverage measures whether enough people are available at the specific times demand occurs; surplus at one time cannot fill a gap later.

Plan Break Coverage Without Double-Counting Staff

Represent each employee’s available work segments separately. Remove uncovered breaks from the roster before checking whether the simultaneous staffing target is met.

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Calculate FTE for a Team of Full-Time and Part-Time Employees

Add each group's scheduled weekly hours, then divide the total by one consistent full-time baseline. Count people separately: capacity and headcount answer different questions.

Calculate a Staffing Capacity Gap Before Adding Headcount

A capacity gap is required hours minus available hours measured on the same basis. A positive number is a shortfall; a negative number is a surplus.

Calculate PTO Accrual from Hours Worked

For an hourly accrual policy, multiply eligible hours by the PTO earned per eligible hour. Use the eligible-hour definition and rate from your employer's policy.

PTO for a Partial Pay Period: Two Calculation Methods

Partial-period PTO depends on the accrual method. An hourly policy uses eligible hours; a fixed-period policy may use a specified proration rule or no proration at all.

Convert Minutes to Decimal Hours in Excel: Formulas & Examples

Convert minutes to decimal hours in Excel with =A2/60 or time durations with =A2*24. Follow worked examples, fix formatting errors and total hours over 24.

Check a Payroll Calendar Before Sharing It

Validate the frequency, anchor date and exception rules before sharing a payroll calendar. A repeating date generator cannot know your employer's payment policy.

Convert a Timesheet Column to Decimal Hours Without Losing the Total

Choose one input format, preserve the original durations, and export both row conversions and a reconciled total. This workflow works with a copied column of elapsed times.

Productive Hours vs Scheduled Hours: Formula and Example

Compare productive and scheduled hours with a worked capacity example. Calculate availability after shrinkage and avoid counting leave or breaks twice.

Three-Paycheck Months in 2027: Friday Dates & Calendar

Find your three-paycheck months in 2027. Compare both Friday pay cycles, view every scheduled payday and check how holiday adjustments affect your calendar.

Timesheet Rounding Checker and Bulk Time Converter

Paste up to 500 durations, convert H:MM or decimal hours, and compare rounding each row with rounding the total once.

Staffing Shrinkage and Productive Capacity Calculator

Estimate productive hours, the scheduled hours needed to cover demand, and the additional FTE required after unavailable time.

FTE Percentage to Hours: 0.5, 0.8 and 0.9 FTE Chart

Convert an FTE percentage to weekly and annual hours using 40-hour, 37.5-hour and 35-hour full-time baselines.

FTE to Headcount Conversion: Formula, Limits and Examples

Estimate headcount from an FTE requirement using average scheduled FTE per person, and understand why FTE alone cannot determine an exact roster.

PTO Accrual Rate Chart: Per Hour and Pay Period

Compare PTO hours earned weekly, biweekly, semimonthly, monthly and per hour for common annual allowances.

Biweekly vs. Semimonthly Pay Calculator

Compare gross paycheck amounts for 26 biweekly versus 24 semimonthly pay periods using the same annual salary.

FTE Schedule Change Calculator: Compare Before and After

Compare current and proposed weekly schedules, see the change in FTE without changing headcount, and export the group breakdown.

PTO Accrual Rate Calculator from Hours Earned

Find an observed PTO accrual rate from earned leave and eligible hours, convert it to one hour per X hours worked, and estimate future accrual.

Monthly & Annual Work Hours Calculator

Count working hours for a month or a full year using your schedule and closure dates. Check calendar totals against averages and export the dated breakdown.

How to Compare FTE Before and After a Schedule Change

Check the hours gained and lost when a team changes schedules, with a worked example and a coverage review checklist.

How to Check Your PTO Accrual Rate from a Pay Stub

Reconstruct an observed hourly PTO rate, distinguish earned hours from a balance, and investigate differences without assuming the policy is wrong.

Monthly Work Hours: Actual Calendar vs. 173.33-Hour Average

Understand why a month can contain 160, 168, 176 or 184 scheduled hours and when an annual monthly average answers a different question.

Three-Paycheck Months Calculator

Find your three-paycheck months from any known biweekly payday. See every scheduled pay date, count annual checks, and download your calendar as a CSV.

PTO Goal Date Calculator

Estimate when your PTO balance will reach a target using fixed accrual credits. Include an optional balance cap, review assumptions, and export your result.

Why Two Biweekly Payroll Calendars Show Different Dates

Compare payday anchors, pay-period end dates and holiday adjustments to understand why two biweekly payroll calendars disagree, even for the same year.

How to Calculate Whether You Will Have Enough PTO for a Trip

Work out the PTO hours your trip needs, count remaining accrual credits, and check caps, planned leave and approval timing before relying on a balance estimate.

Salary to Hourly Calculator: Annual, Monthly & Hourly Pay

Convert annual or monthly salary to an hourly rate, or hourly pay to annual income. Set your paid weeks and weekly hours, check the formula, and export results.

Clock Out Calculator with Unpaid Breaks

Find when to clock out from your start time, required paid hours and unpaid breaks. Handle overnight shifts, see the calculation, and download your result.

Hours to Workdays Calculator: Set Your Day Length

Convert hours into workdays using your own daily hours. See whole days and remaining hours, compare eight- and ten-hour schedules, and export the result.

Working Hours per Month, 2026–2030

Compare monthly working days and hours from 2026 to 2030. Explore year-by-year charts, exact tables and a free CSV with clear calendar assumptions.

Business Days per Year, 2026–2035

See weekday counts and eight-hour work totals for 2026–2035. Compare years in a chart and download the full table before deducting holidays.

Biweekly Paydays & Three-Paycheck Months, 2026–2035

Find 26- or 27-payday years and three-paycheck months by first payday. Compare all 14 biweekly cycle positions from 2026 to 2035 and download CSV.

PTO Accrual per Pay Period: 10–25 Days

Compare PTO earned per pay period for 10, 15, 20 or 25 annual days. See monthly, semimonthly, biweekly and weekly rates with formulas and CSV.

Staff Needed for 24/7 Coverage: FTE & Availability

Compare the capacity needed for one staffed position around the clock. See how unavailable time changes FTE requirements, with a chart, formulas and CSV.

FTE Conversion Table: 20–40 Weekly Hours

Convert 20–40 scheduled weekly hours to FTE against a 40-hour baseline. Explore the comparison chart, download CSV and check the calculation limits.

Work Hours, Payroll & Staffing Data

Explore original work-hours, payroll, PTO and staffing datasets. Read interactive charts, inspect formulas and download free CSV tables and SVG charts.

Overtime Pay Calculator: Time and a Half & Gross Pay

Calculate overtime pay, time-and-a-half rates and gross weekly earnings. Separate regular pay from the extra premium, check examples and download your result.

Hours Between Dates Calculator: Days, Hours & Minutes

Calculate hours between two dates and times, subtract excluded minutes and export the result. Choose wall-clock time or enter UTC offsets for elapsed time.

PTO Policy Explorer: Compare Published Employer Policies

Compare sourced employer PTO and vacation policies by employee group, accrual frequency and leave structure. Explore examples, model hours and export a CSV.

Duke University Health System — Combined PTO Policy Example

Review this Duke University Health System policy example: employee scope, accrual figures, source details and a simple FTE planning model.

Duke University Health System — Combined PTO Policy Example

Review this Duke University Health System policy example: employee scope, accrual figures, source details and a simple FTE planning model.

University of Iowa — Vacation only Policy Example

Review this University of Iowa policy example: employee scope, accrual figures, source details and a simple FTE planning model.

University of Iowa — Vacation only Policy Example

Review this University of Iowa policy example: employee scope, accrual figures, source details and a simple FTE planning model.

University of Washington — Vacation only Policy Example

Review this University of Washington policy example: employee scope, accrual figures, source details and a simple FTE planning model.

University of Washington — Vacation only Policy Example

Review this University of Washington policy example: employee scope, accrual figures, source details and a simple FTE planning model.

PTO Policy Research Methodology | Intious

How Intious scopes employer PTO policy examples, checks sources, distinguishes leave structures and calculates simple FTE accrual estimates.

Seconds to Decimal Hours: Formula, Examples and Accuracy Checks

Convert seconds to decimal hours with a simple formula, worked examples, rounding checks and guidance for checking duration totals.

Convert HH:MM:SS Durations to Decimal Hours

Convert HH:MM:SS durations to decimal hours, including seconds, totals over 24 hours, input validation and common conversion mistakes.

Seven Common Timesheet Errors and How to Catch Them

Catch seven timesheet errors involving decimal hours, overnight shifts, break deductions, duplicate rows, rounding and missing information.

12-Hour vs 24-Hour Time: A Practical Conversion Guide

Convert AM and PM to 24-hour time and back. Understand noon, midnight, overnight dates and the difference between clock times and durations.

How to Add and Subtract Time Durations by Hand

Add and subtract hours, minutes and seconds by hand. Follow worked examples for durations, breaks, overnight intervals and weekly totals.

Pay Period vs Pay Date: Why They Are Not the Same

Understand pay periods, pay dates and payroll deadlines. Follow a worked calendar example and learn which dates to use when checking a payment.

What Counts as 1.0 FTE? Comparing 2,080, 2,000 and 1,950 Hours

Compare 2,080, 2,000 and 1,950-hour FTE baselines. Learn why scheduled hours, productive capacity and reporting definitions must stay distinct.

Budgeted FTE vs Actual FTE: Why They Diverge

Reconcile budgeted and actual FTE using matching hours and baselines. Separate vacancies, schedule changes, timing and productive capacity.

How Many FTE Do You Need to Cover One 24/7 Position?

Calculate the 168 weekly coverage hours for one 24/7 position, then model FTE, relief, handovers and the limits of an aggregate staffing estimate.

Meeting Load and Its Effect on Productive Capacity

Calculate meeting attendee-hours and their effect on capacity. Compare scenarios without confusing released time with guaranteed output gains.

How to Convert Salary to Hourly Pay with the Right Baseline

Choose weekly hours and paid weeks before converting salary to hourly pay. Compare part-time schedules, monthly salary and unpaid leave with worked examples.

How to Calculate Clock-Out Time with Lunch and Overnight Shifts

Calculate a departure time from paid hours and unpaid lunch. Follow same-day and overnight examples, avoid decimal-time mistakes, and check your result.