How to Calculate Leave & Sick Pay Days

If you are planning a vacation, or want to make sure you will have adequate time off should you become sick, you can figure out your leave allowance so far or plan ahead based on anticipated hours. This is simple if you are granted a set number of days off per year, but if you accrue a certain number of hours or days per days worked, the calculation has a few steps.

Step 1

Total the number of hours you have carried over from a prior year. Some employers limit the number of hours you can carry from year-to-year, so be sure to use that time before you lose it. Break out the PTO into two separate calculations, one for vacation leave and one for sick leave, if your employer keeps that time in two separate pools.

Step 2

Figure out the number of hours you have accrued so far. If you don't have a statement, divide the hours (or days, if applicable) worked by the rate you accrue PTO. For example, if you have worked 400 hours so far this year, and you accrue PTO at a rate of 1 hour for every 16 hours worked, divide 400 by 16 to get the hours accrued so far, 25.

Step 3

Perform the same calculation for anticipated hours. For instance, if you want to calculate the hours you will accrue by a particular date, divide the hours you will have worked by the rate of accrual. If you will work another 1,200 hours by a given date, in this example, dividing by 16, that equals 75 hours.

Step 4

Add your total hours carried over, earned so far and the PTO you anticipate you will earn to get the total hours by a given date. In this example, if you carried over 40 hours, accrued 25 and plan on accruing 75 more, you would have 140 total PTO hours by that time, about 3.5 weeks for a 40-hour work week.

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