Prorated PTO Calculator
Prorated PTO is the part of a yearly PTO allowance that someone earns when they work only part of the policy year, usually because they started after it began. The common formula is the yearly hours multiplied by the share of the year that is left: by calendar days or by full months. For example, 80 hours a year for someone who starts on July 1 of a calendar year is about 40.33 hours by days, or 40 hours by full months (6 of 12). Your employer's policy decides which method applies.
Calculate prorated PTO
Prorated PTO for this policy year
40.33 hours
40 h 20 min
80.00 h × 184 / 365 days, from 2026-07-01 to 2026-12-31.
Rounded half up to the minute. Your employer's policy decides which method applies and how it rounds.
The two common methods
- By calendar days: yearly hours × (days from the start date to the end of the policy year, both included) ÷ (days in the policy year).
- By full months: yearly hours × (full calendar months left) ÷ (months in the policy year). The start month counts only if the person starts on its first day.
| Start date | By days | By full months |
|---|---|---|
| 2026-01-01 | 80.00 h (365/365) | 80.00 h (12/12) |
| 2026-04-01 | 60.27 h (275/365) | 60.00 h (9/12) |
| 2026-04-02 | 60.05 h (274/365) | 53.33 h (8/12) |
| 2026-07-01 | 40.33 h (184/365) | 40.00 h (6/12) |
| 2026-10-15 | 17.10 h (78/365) | 13.33 h (2/12) |
Synthetic examples. Hours are rounded half up to the minute and shown with two decimals.
The month method rewards starting on the first of a month. The day method is smoother but gives odd numbers. Many employers round prorated amounts to a whole or half hour; if yours does, apply that rule to the result.
When proration applies
- New hires who start after the policy year begins.
- Employees who leave before the year ends, if the policy grants the full year up front. Whether unused or unearned PTO is paid or recovered at the end of employment depends on the policy and on state rules; this calculator does not decide that.
- Changes in schedule, such as moving from full time to part time, if the policy prorates by hours.
If PTO accrues every pay period instead of being granted once a year, you usually do not need proration: a new hire simply starts accruing from their first pay period. Use the PTO accrual calculator for that case.
Frequently asked questions
What does prorated PTO mean?
It means the yearly PTO allowance is reduced in proportion to the part of the year someone actually works or is eligible. A person who starts halfway through the year gets about half of the yearly hours.
How do I calculate prorated PTO for a new hire?
Multiply the yearly PTO hours by the share of the policy year left after the start date. By days, that is the days remaining (including the start date) divided by the days in the year. By months, it is the full months remaining divided by 12.
Is prorated PTO calculated by days or by months?
Either, depending on the employer's written policy. Days give a more exact share; months are simpler to explain. This calculator shows both so you can compare.
Does this calculator know my state's rules?
No. It applies the arithmetic for the method you choose. Rules about paying out PTO when someone leaves differ by state and by policy, so check your policy and your state labor department.