Free workforce planning tool
Paid-Time-Off Cost Calculator
Estimate the direct payroll value of PTO plus the overtime, temporary staffing and productivity cost needed to cover employee absences.
Simple PTO cost
Annual policy viewCalculate direct and coverage cost
Workforce & PTO policy
Employer & coverage assumptions
Simple methodDirect PTO value = used PTO days × loaded daily labor cost. Coverage cost is added separately. Unrecovered productivity cost reflects the share of loaded daily labor value not recovered while the employee is away.
Advanced PTO cost
5 workforce groupsModel PTO by employee group
Employee groups
GroupEmployeesAvg salaryPTO daysUsage
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Employer labor assumptions
Coverage strategy
Unused PTO / accrual exposure
Advanced methodUsed PTO is valued at loaded daily labor cost. Coverage expense is split between overtime and temporary coverage. Residual productivity loss depends on coverage and recovery. Unused-PTO accrual exposure is reported separately from annual operating PTO cost.
Group breakdown
Annual operating costPTO cost by employee group
| Group | Employees | Used PTO days | Direct PTO value | Coverage cost | Productivity loss | Total operating cost |
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PTO-days sensitivity
All group allowances scaled togetherAnnual cost as PTO allowance changes
| PTO allowance scale | Used PTO days | Direct PTO value | Coverage expense | Operating cost | Accrued exposure |
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Utilization sensitivity
Each group usage replaced by scenario valueAnnual cost at different PTO usage rates
| PTO usage | Used days | Unused days | Operating cost | Accrued exposure |
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Coverage sensitivity
Coverage mix and recovery unchangedCost at different coverage levels
| Days requiring coverage | Coverage expense | Residual productivity loss | Operating cost | Cost / used PTO day |
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Scope
PTO cost and PTO liability are not the same thing
This calculator separates annual operating cost from potential unused-PTO accrual exposure. PTO payout, carryover, forfeiture and accounting treatment can vary by employer policy and applicable law. The accrual figure is therefore a planning estimate, not a legal or accounting determination.