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Instructions & Notes: Find Your Accrual Rate
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1. Make a copy of this spreadsheet (File --> Make a Copy), and you may adjust the yellow cells with the information relevant to your policy to find the accrual rate for 3 different commonly used paid time off (PTO) rules.
2. Example 1 and 2 work out to the same numbers and both examples assume you know the number of hours you are giving an employee per year. For Accrue X percent, the math is shown if you would prefer to have a set number of hours for the year and then figure out what percent that is. If you use a system like OnTheClock, you can enter the percentage without calculating the math.
3. Note that depending on how weekends fall and leap year, some years have 260 typical work days, some 261 and some 262 work days so you will see slight variances depending on the year. This tool assists with Monday through Friday work weeks. You may count the days on the calendar and enter in colum C if you have a work week outside of M to F for example 1 and 2.
4. If you would like holidays to count towards accruals, remove the list from column I and J.
5. Holidays are only required for example 1 and 2. Holidays must fall within the year you enter in columns A and B for the calculations to work.
6. You now have the accrual rate in orange.
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Example 1: Accrue 'X' Hours per Regular Hours WorkedEnter Holiday Name HereEnter Date Observed Here (If holiday falls on a weekend, make sure the date observed is correct here)
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Enter Paid Time Off for the Year (In hours)40
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Enter Hours Employee Works Per Week (In hours)40
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Enter Number of Workdays Per Week5
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Start of Accrual/Anniversary DateEnd of One Year DateDays available to work minus holidays (This could come from a time card)Accrual Rate Per Hour WorkedHours Per Work DayRegular Hours Expected to Work for the YearRegular Hours w/PTO excluded
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1/1/202112/31/20212550.02008.000020402000Martin Luther King Day1/18/2021
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Memorial Day5/24/2021
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4th of July7/5/2021
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Example 2: Accrue 'X' Percent of Regular Hours WorkedLabor Day9/6/2021
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Enter Paid Time Off for the Year (In hours)80Christmas Eve12/23/2021
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Enter Hours Employee Works Per Week (In hours)40Christmas Day12/24/2021
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Enter Number of Workdays Per Week5
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Start of Accrual/Anniversary DateEnd of One Year DateDays available to work minus holidays (This could come from a time card)Accrual PercentageHours Per Work DayRegular Hours Worked Regular Hours w/PTO excluded
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1/1/202112/31/20212550.0408 8.0000 20401960
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Example 3: Accrue 'X' Hours per Pay Period
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Enter Paid Time Off for the Year (In hours)40
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Start of Accrual/Anniversary DateEnd of One Year DateTypeAccrual RateNumber of Pay Periods
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1/1/202112/31/2021Weekly0.769252
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1/1/202112/31/2021Biweekly1.538526
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1/1/202112/31/2021Semi Monthly1.666724
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1/1/202112/31/2021Monthly3.333312
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