PTO by years of service
PTO by years of service
Front-load PTO that grows with tenure. Set the steps once, for example 8 days from the start, 12 days after 3 years and 16 days after 6, and LeaveCalc gives each person their days all at once, counted in their own working day. Eight days is 64 hours on 8-hour days and 48 hours on 6-hour days.
Free for up to 3 people, with a 14-day Pro trial. No card. Years-of-service steps are included in every plan.
Same 8 days for everyone, each in their own working day.
Free calculator
PTO by years of service calculator
Enter your steps, a start date and the hours in a working day. You get what the person receives on the next grant date, in days and in hours. It runs in your browser and nothing you type is sent anywhere.
1Your steps and the person
Years of service stepsA step "After 3 years: 12 days" starts on the 3 year anniversary of the start date. Keep a step at 0 years for the starting amount.
2What they get
Enter your steps and a start date.
How the calculator counts
The rules it follows, so you can check the numbers by hand.
The amount for a grant is the step with the highest "years of service" that the person has reached on the grant date. A step is reached on the same day and month as the start date, N years later. If the start date is February 29, non-leap years count it as February 28.
With January 1 as the year start, grants fall on every January 1. A person who starts part-way through a year first gets a share for the days that are left, counted from the start date to the next January 1 and divided by the days in that calendar year, unless you choose the full amount. With the work anniversary as the year start there is no partial year: the first grant is on the start date and the next ones are on each anniversary.
Hours are days multiplied by the hours in the person's working day. Days and hours are shown to two decimals, rounded only for display. The same rules are used by LeaveCalc for Employers, and this page does not store or send anything.
What it handles
Tenure-based PTO without a spreadsheet
The policy is written once in plain words. LeaveCalc does the grants, the step-ups and the conversion to each person's hours.
Steps by years of service
Add rows like "After 3 years: 12 days". LeaveCalc sorts them, checks them and shows an example under the list, so you can see when a real person moves up.
All at once, or a little each pay period
Give the whole amount on the first day of the year, or earn it through the year. The same steps work for both.
A day is each person's own working day
One switch turns 8 days into 64, 56 or 48 hours, depending on the person. Someone on 6-hour days gets 6-hour days off.
January 1 or work anniversary
Run the year from January 1, from each person's anniversary, or from the leave year you already use. The company-wide setting stays in step.
New people in their first year
Give a share for the part of the year that is left, or the full amount straight away. You choose per policy.
Balances, caps and carryover in days
Everyone reads 8.0 d, with the hours underneath. A maximum balance and the carryover limit are in days too.
Everything the policy remembers
Amounts, steps, year start, first-year rule, carryover and the schedule on each person.
A policy holds the yearly amount, the steps by years of service, how people get it (all at once or each pay period), the year start, the first-year rule, the carryover choice and an optional maximum balance. Amounts are in days or in hours. When the amount is in days, a switch makes each day the person's own working day.
Each person holds a start date, the days they work and the hours in a day ("Works 4 days a week, 7.5 hours a day"). The paste box and the import accept optional days per week and hours per day columns. A change in someone's weekly hours counts for future grants only.
Company holidays are added one day at a time or as a range, for example "Christmas week": every working day in the range becomes a paid day off that does not come out of anyone's balance.
What LeaveCalc does not do here
One set of steps per policy, no credit for earlier employers unless you set an earlier start date, and no legal advice.
A policy has one set of steps. If two groups follow different tenure rules, create a second PTO policy. Years of service run from the start date you enter, so credit for service elsewhere means entering an earlier date. Leave of absence is not subtracted from tenure.
Grants already given are not recalculated when hours change. LeaveCalc does not read your handbook, does not check your state's rules for PTO or payout, and does not pay anyone. It keeps the record you decide on.
How it works
Write the policy, add the schedules, read the days
Most teams have a tenure policy running the same afternoon.
Write the policy in plain words
Choose the yearly amount in days, all at once, and add a row for each step up. The sentence at the top reads back what you built.
Give each person a schedule
On the person, say how many days a week and how many hours a day. Choosing 4 days ticks Monday to Thursday, and you can change which days.
Read the result in days and hours
Balances show the same days for everyone, with each person's hours underneath. People see their own balance on the request page.
A worked example
Four people, one policy
A four-person clinic gives 8 days for the first 2 years, 12 days from year 3 and 16 days from year 6. Two people work 6-hour days, one works 7 and one works 8. One policy covers all of them.
- Same number of days for everyone at the same tenure
- Hours follow each person's own day: 64, 56, 48 and 48 hours in the first tier
- A closed week such as Christmas week is added once as company holidays and costs nobody balance
| Length of a working day | 0 to 2 years: 8 days | 3 to 5 years: 12 days | 6 or more years: 16 days |
|---|---|---|---|
| 8 hours | 64 hours | 96 hours | 128 hours |
| 7 hours | 56 hours | 84 hours | 112 hours |
| 6 hours | 48 hours | 72 hours | 96 hours |
Pricing
Flat price by team size, tenure steps included
Every plan has every feature except SAML single sign-on, which is for Business and Enterprise. You pay only when your team grows.
Free
$0per month
For teams up to 3 people
Pro
$15per month
For teams of 4 to 25 people, 14-day free trial
Business
$69per month
For teams of 26 to 100 people, 14-day free trial
Enterprise
$149per month
For teams of more than 100 people, no seat limit
No card for Free or the 14-day trial. Cancel any time, with a 30-day money-back guarantee on paid plans. Paying yearly costs ten months for twelve, and Business and Enterprise can pay a year by invoice.
Start freeFAQ
PTO by years of service, answered plainly
In LeaveCalc, open Settings, then Policies, and edit or add your PTO policy in the simple editor. Enter the yearly amount in days, choose "All at once at the start of the year", then add rows under "More after years of service", for example "After 3 years: 12 days" and "After 6 years: 16 days". The sentence at the top updates as you type, so you can read the policy back before you save it.
A front-loaded policy gives the whole yearly amount on the first day of the leave year instead of earning a little each pay period. It is easy to explain ("you have 12 days from January 1") and easy to track. The trade-off is that someone can use time they have not yet earned, so decide in your handbook what happens if they leave early. LeaveCalc supports both ways: pick "A little each pay period" and the same years-of-service steps apply to the pace.
The amount for a year is set by how long the person has worked on the day the year starts. Someone who started in May 2021 has not reached 3 years on January 1, 2024, so they get the first-tier amount. They have passed the 3-year anniversary (May 2024) by January 1, 2025, so that is the first January 1 with the 12 day amount. If you choose each person's work anniversary as the year start instead, the step applies on the anniversary itself. Try both in the calculator.
Count the policy in days and give each person days of their own length. Someone who works 4 days a week at 6 hours a day has a 24 hour week, and 8 days of PTO is 48 hours for them (8 x 6), against 64 hours for a colleague on 8-hour days. LeaveCalc does this conversion for you at every grant, and balances show as days with the hours underneath. If your handbook instead pro-rates a full-time amount by weekly hours, check that the days method gives the result you intend. The free calculator shows it for any day length.
You choose, per policy. By default a new person gets a share for the part of the year that is left, counted in days from their start date to the next year start. The other choice is "Give the full amount straight away". With the anniversary year there is no partial year, because the leave year starts on their first day.
The change counts from then on. Grants already given keep the hours they were given in, and the next grant uses the new day length. LeaveCalc keeps the earlier schedule on the person so past balances do not move.
Yes. Choose "A little each pay period" and keep the years-of-service steps. The amount for each pay period changes once the person passes the anniversary, and the days are still counted in each person's own working day.
It is free and needs no sign-up. It runs entirely in your browser: the steps, dates and hours you enter are not sent anywhere and are gone when you close the page. The same logic is what LeaveCalc for Employers uses to give people their days.
LeaveCalc is record keeping software and the calculator is a simple tool. It applies the steps you enter and does not know your handbook, your state law or your contract. Confirm your PTO obligations with an employment attorney or your state labor department.
Also see
Set up your PTO tiers today.
Free for up to 3 people, no card. Write the policy, add your team and let the days take care of themselves.