Calculating Vacation Hours for Hourly Employees

Salaried employees earn PTO in steady, predictable increments. For HRs with smaller teams, it’s manageable. 

But with hourly employees, it’s trickier. Their vacation hours fluctuate based on how much they’ve worked. For HR managers, this adds a daunting layer of complexity. 

Ever found yourself scrambling when an hourly employee asks about their PTO balance? Or promising to "circle back" while you crunch the numbers? We’ve got you covered. 

In this guide, we'll refresh your memory on how vacation hours work for hourly employees, walk you through calculation examples, and introduce you to free tools, tips, and best practices on how to automate the entire process. 

How Do Vacation Hours Work for Hourly Employees?

What Are Vacation Hours?

Vacation hours are a type of paid time off that allows employees to be compensated while taking time for themselves. This includes resting and relaxing at home, pursuing their interests, or traveling.  

This type of PTO is usually accrued by employees based on hours worked. Salaried employees often have consistent schedules—your typical 9-5—this means that they earn paid vacation time in fixed, stable increments. Hourly employees, on the other hand, have varying schedules and, as a result, varying accruals. 

Eligibility

Eligibility for vacation accruals is typically outlined in an employee’s contract and company policy. These policies can vary based on factors such as the employee’s role and tenure. 

Many companies have a waiting period during which new hourly employees are not yet eligible to accrue or take vacation time. This probation period allows the employer to evaluate the employee's performance before providing certain benefits like paid time off. During this time, employees may not earn vacation hours, or they may accrue them but be unable to use them until the probationary period ends. 

Are Vacation Hours Mandatory for Hourly Employees? 

The short answer? It depends.  

Laws and regulations about vacation hours depend on your country of operation.  

While vacation hours aren’t federally mandated in the U.S., most companies offer PTO as part of their benefits package. Why? Research shows that happy employees are up to 20% more productive than unhappy ones. 
This is probably why the US is the only developed country to not have any leave laws in place. Most European countries have mandated leave ranging from 20 to 30 days per year.  

Curious about your region’s specific rules? Check out our leave laws for a breakdown by state, province, and country to ensure you're compliant. 
 

How To Calculate Vacation Hours for Hourly Employees

There are many ways to calculate vacation hours for shift-based workers, but some require more calculations than others. Below, we’ll walk you through some of the most common accrual types and teach you how to do the math.  

Want even more help?  Check out our handy accruals calculators for some extra support. 

Yearly Accrual Rate

The easiest method to manage PTO is by giving it all in a lump sum at the beginning of the year. As they take time off, you subtract it from their total PTO balance.  

That means if Michael wants to take his 10 PTO in January, he can, but he’ll have to wait a whole other year before getting days added to his PTO balance. If an employee starts midway through the year, the PTO is prorated. So, for example, if Meredith starts in July, she will have 10 days of PTO. 

Hourly Accrual Rate 

Hourly accruals are the most accurate way of calculating PTO for hourly workers with varying schedules. Their time off is awarded based on how much they work.  

Here’s how we calculate the hourly accrual rate:  

[Maximum Hours of Annual PTO] ÷ [Hours Worked Per Year]   

Let’s use Jim Halpert as an example. 

Jim works 40 hours per week and has 80 hours of PTO each year.  

To calculate the number of hours he works per year, we need to multiply his weekly hours by the number of weeks in a year and subtract his hours of PTO:  

40 hours x 52 weeks – 80 hours of PTO = 2000 hours worked per year 

And now, we just fill in our formula: 

80 [maximum hours of annual PTO] ÷ 2000 [hours worked per year]  = 0.04 hours 

This means that for every hour of work, Jim accrues .04 vacation hours. If he happens to work 20 hours one week instead of 40, his vacation accruals will reflect that change to ensure consistency for all employees. 

Daily Accrual Rate 

Daily accruals are another great option to calculate vacation hours for hourly employees who work full, 8-hour shifts. This option is less ideal if your team works shorter or longer shifts. 

Here’s how we calculate the hourly accrual rate: 

[Maximum Days of Annual PTO] ÷ [Days Worked Per Year]   

Let’s use Dwight Shrute here as an example.  

Dwight works 4 days per week and has 10 PTO days each year.  

To calculate the number of days he works per year, we need to multiply the number of days he works per week by the number of weeks in a year and subtract his days of PTO: 

4 days x 52 weeks – 10 days of PTO = 198 

And now, we just fill in our formula: 

10 [maximum days of annual PTO] ÷ 198 [days worked per year] = 0.05  

This means that for every day of work, Dwight accrues 0.05 days of vacation. If he happens to work 5 days a week one month, he will accrue additional PTO time.  

Monthly or Bi-Weekly Accrual Rate

A simple and popular method, employers may break down their vacation hours by weeks or months. Employees know what to expect since they accrue the same amount on every paycheck. If possible, it makes things much easier if you can sync things up to your pay cycles.  

All you need to do is divide the annual PTO allowance by your desired accrual period: 

[Hours of PTO] ÷ [Accrual Periods per Year] 

Here are some examples: 

80 Hours of PTO ÷ 12 Months = 6.67 hours accrued per month 

80 Hours of PTO ÷ 26 Bi-Weekly Periods = 3.08 hours accrued per pay period 

This way, PTO is broken down into even chunks, meaning regardless of how many hours you work, you will receive the same amount of PTO. 

Handling Unused Vacation for Hourly Employees 

Ok, so now you know how to calculate paid time off for hourly employees, but what happens when they don’t get used up?  

This is a real problem in the United States, with almost 50% of employees stating they don’t take all their PTO hours (Pew Research Center). 

Here are three common solutions to address this issue: 

Rollover: Companies may allow employees to carry over unused vacation hours into the next year. Accrual caps are often needed in these situations to make sure employees don’t accrue an excessive amount of vacation hours. This policy can encourage retainment, as employees are motivated to stay and hold on to their accrued hours.  

Forfeiture: Better known as the use-it-or-lose-it policy, this means that unused vacation hours are lost. Some believe that this system encourages employees to take their time off routinely each year. However, it also can increase end-of-year absenteeism, as employees rush to use up their remaining balances. 

Cashing Out: Lastly, some businesses offer to buy back employees’ vacation hours. This means that instead of taking that time off, they receive payment for it as though they worked those hours. Make sure to avoid any liabilities when it comes to implementing this strategy. 

Best Practices for Managing Vacation for Hourly Employees 

Track Hours Worked Accurately: Precise tracking is essential for accurate PTO calculations. Automated time tracking tools can save time and reduce errors, ensuring your team receives the right amount of PTO. 

Effective Communication and Transparency: Keep employees informed about their vacation balances to avoid confusion. A leave management tool like Vacation Tracker provides teams with visibility and autonomy over their PTO balances. This keeps everyone on the same page and helps employees plan their time off. 

Remain Consistent: To ensure employees feel that they are being treated fairly, always follow the policies outlined in your guidebook. For example, if it states that you need 5 days' notice for PTO requests, make sure you apply that rule consistently. 

Keep Your Policy Up to Date: The last thing we want is outdated policies that are no longer compliant and that don’t reflect the actual rules or habits of your organization. Frequently review your PTO policy and update it accordingly, always sharing the changes with your team. 

Common Challenges in PTO Management for Hourly Employees

Manually managing PTO for hourly employees can be quite a challenge. Unlike salaried employees who follow a predictable schedule, hourly workers often have shifting work hours from week to week. This variability turns PTO tracking into a bit of a puzzle. 

One of the trickiest parts for HR teams? Keeping those records accurate when work hours fluctuate up and down. Picture this: one week, an employee works overtime, while the next, they clock in for fewer hours. Their PTO accruals follow suit, and managing it manually can quickly become tricky, resulting in PTO balance discrepancies and frustrated employees. 

Add to that the challenge of staying compliant with labor laws, especially when your workforce is spread across different states or even countries. Each region brings its own set of rules on how PTO should be accrued, rolled over, or paid out. Without automation, keeping up with these regulations can feel impossible, but with the right tools, it’s effortless!  

The Financial Impact of Mismanaged PTO

Mismanagement of PTO can have serious financial consequences for businesses. Inaccurate PTO tracking can lead to overpayment, where employees are accidentally given more time off than they are entitled to, or underpayment, which can create legal problems and a dissatisfied workforce. Both situations affect a company’s bottom line. 

Consider the hidden costs that come with manual mistakes in PTO tracking. Each error adds up over time, resulting in significant financial losses. Research from Ernst & Young suggests that companies lose over $30,000 per year for every 1,000 employees due to errors in PTO tracking. That’s $30 per employee when a leave management software will often cost under $5 per employee. 

By using software like Vacation Tracker, HR teams can ensure accuracy in tracking, and managers can avoid unpleasant surprises. This leads to better financial forecasting and budgeting, allowing businesses to allocate resources more effectively.  

How To Automate Vacation Hour Tracking

Calculating vacation hours for hourly employees doesn't have to be a daunting task. Whether you’re using hourly, daily, monthly, or bi-weekly accrual methods, automation ensures accurate and fair PTO tracking. While manual tracking may seem manageable when your team is small, complexity grows as your team does. 
 

That's where Vacation Tracker comes in. As the best leave management software for both salaried and hourly employees, it offers endless customization to fit your team's needs. Spreadsheets can’t keep up with the variables of PTO tracking, especially when employees work varied hours. Vacation Tracker simplifies this process, eliminating manual errors and giving your team real-time insights into their vacation balances. With the new Length of Workday feature, you can easily set each employee’s work hours for accurate PTO accruals. Automation also makes managing rollovers, accrual caps, and unused PTO feel effortless.

The system also simplifies compliance by allowing you to customize PTO policies for multiple locations, ensuring that each region follows its specific labor laws and regulations. Whether you're managing teams in different states, countries, or jurisdictions, Vacation Tracker helps you stay up to date. You can set unique rules for each location and import holidays specific to each region, eliminating the need for manual adjustments. This reduces the risk of non-compliance, all while ensuring your employees receive the correct number of PTO hours.

Visibility is no longer a concern with Vacation Tracker. The intuitive Calendar View provides a complete overview of team availability, allowing managers to quickly see who’s off at a glance. Scheduled notifications ensure that both managers and employees are informed about upcoming vacations without lifting a finger. Employees can also check their PTO balance and request time off through the user-friendly portal, freeing up HR for more strategic tasks.

Ready to streamline your vacation tracking? Try out Vacation Tracker for free and see how easy managing hourly employees’ vacation hours can be! 

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