Calculate a PTO balance from dated earn and use transactions. Apply an accrual cap at each earning event and export an auditable balance ledger.
At each earn event, credited hours = minimum(requested hours, maximum(0, cap − current balance)); without a cap, credit all requested hours. At each use event, subtract used hours. Sort by date, preserving input order for ties.
Results depend on your inputs. Read the calculation methodology.
Start at 38 hours with a 40-hour cap. Earning 5 credits only 2 and blocks 3. Using 8 drops the balance to 32; earning another 5 produces 37. Applying the cap only to the final total would incorrectly produce 40.
An accrual cap applies when hours are earned. Leave taken before that event creates room; leave taken afterward does not restore accrual already blocked.
PTO · GuideStart from an agreed opening balance, enter every dated earning and deduction, then compare the running balance at each posting rather than only the ending total.
Calculate PTO earned per pay period and project an available balance.
Calculate →Payroll CalendarsGenerate weekly, biweekly, semimonthly or monthly pay dates for a selected year.
Calculate →Hours & PayConvert a list of hours:minutes or decimal hours, add the total and download the results.
Calculate →Use an opening balance from immediately before the first transaction. Enter each scheduled accrual as earn and each leave deduction as use. Dates are sorted automatically, but events on the same date retain the order you entered. This distinction matters when leave and accrual post together near a cap. The ledger reports how much of each requested earning was blocked.
The cap in this tool is a maximum balance for new accrual, not an annual earning limit or a year-end carryover rule. You supply the earning amounts; the tool does not infer tenure tiers, waiting periods, eligible hours or rounding rules. For a reset or expiration, reconcile the opening balance and start a separate period. Export the ledger to retain the exact sequence used.
It is reported as blocked and is not added later. If your policy banks or restores those hours, this model needs a separate earning transaction to represent the approved adjustment.
Yes. Leave transactions can produce a negative balance, and a notice appears. This represents arithmetic borrowing, not permission to take unearned leave.
They keep the order you typed. Enter the actual posting order from your policy or records; moving an earning before a deduction can change credited hours at a cap.
No. It is an anonymous calculation tool without accounts or stored balances. Download the result if you need to retain it.