# How to calculate accrued vacation pay

In this article, I will show you how to calculate the accrued vacation time in Excel. Here, I will use an Excel formula to calculate accrued vacation days based on the joining date. You can also download the free spreadsheet and modify it for your use. The first step to calculate PTO accrual is to determine how many days or hours per year you want to grant your employees.

Our PTO accrual calculator lets you determine the appropriate accrual rate to use per pay period based on your business workdays, hours in a workweek, and annual vacation days. That said, calculating PTO (Paid Time Off) can be a confusing task for some employers. The first step to track employee vacation time is to decide how many hours you want to allocate to full-time accrued vacation time employees each year. Based on a 40-hour work week, you may want to give 40 hours (1 week of vacation time), 80 hours (2 weeks), or some other number in between. Based on the accrual method you choose, you can calculate how much time employees accrue each pay period. We get that it can be challenging to learn how to calculate vacation pay for hourly employees.

## Subtract Paid Holidays

Moreover, the hyperlinks in this article may redirect to external websites not administered by Accountor Inc. The company cannot be held liable for the content of external websites or any damages caused by their use. When calculating PTO accrual, subtract mandatory holidays of a business.

• Some states have laws and ethical rules regarding solicitation and advertisement practices by attorneys and/or other professionals.
• For many workers, paid time off (PTO) is the most important benefit to consider when deciding where to work.
• In other situations, unlimited or flexible PTO can help businesses attract top talent for highly specialized roles—making that the ideal vacation structure to grow your team.
• Using a spreadsheet to track vacation pay may seem simple and affordable, but you risk human error and high administrative costs.
• The value of the vacation accrual is based on the amount of earned but unused vacation time and the employee’s compensation rate.
• Whether it’s loss of business, changing management structure, or change of wages due to inflation reasons, there has been a gluttony of causes that have hurt a company’s ability to properly pay their employees.

Please note, an accrual plan may be considered easier operationally because the benefit is earned/managed as work is performed vs. providing a ‘vested’ benefit upfront. [Boddy] There are several factors that employers take when considering this type of policy. See for yourself how PTO Genius improves employee wellness and work-life balance, proactively mitigates burnout, and saves you time and money with our next-generation time off platform. See how PTO Genius saves you time and money while preventing burnout and compliance issues. Try our next-generation time off tracking, automation, and compliance platform for free today.

## What is Accrued Vacation Pay?

Vacation time that does not meet all of the criteria does not need to be accrued and is forfeited when an employee leaves the company. When the employee uses vacation days, you must reverse the accrual in your books with an additional journal entry. The most common form of accrued pay is PTO or paid vacation time, which is simply paying regular wages during time spent on leave from work. Hourly or fixed-paid (ex. salaried) employees are simply paid based on the fixed entitlement of PTO/vacation days in hours or days.