Paid Time Off (PTO) Tracking Calculator

Calculate your PTO balance based on manual entry of accrual and usage events.

Data is NOT saved. Download PDF for your record.

Your Starting Balance

Enter your PTO balance as of a specific starting date.

PTO Accrual Events

Add each time PTO hours were added to your balance after the Starting Date.

PTO Usage Events

Add each time PTO hours were used from your balance after the Starting Date.

Results & Options

(Leave blank to calculate balance as of the last event date entered.)

Balance History

Enter your Starting Balance, Accrual Events, and Usage Events. Click Calculate to see the history and final balance.

No events entered after the starting date.

'; } resultsHTML += `

Balance calculated as of: ${finalCalculationDate.toLocaleDateString()}.

`; resultsHTML += `

Data is not saved. Download PDF for your record.

`; resultsSummaryDiv.innerHTML = resultsHTML + '
'; downloadPdfBtn.style.display = 'block'; // Show PDF button // Store data for PDF generation resultsAreaDiv.dataset.inputs = JSON.stringify({ startingBalance: startingBalance, startingDate: startingDate, calculateAsOfDate: calculateAsOfDate, accrualEvents: events.filter(e => e.type === 'accrual').map(e => ({ date: e.date.toISOString().split('T')[0], hours: e.hours })), // Store as simple objects with date strings usageEvents: events.filter(e => e.type === 'usage').map(e => ({ date: e.date.toISOString().split('T')[0], hours: e.hours })) }); resultsAreaDiv.dataset.history = JSON.stringify(history.map(entry => ({ // Store history with date strings date: entry.date.toISOString().split('T')[0], event: entry.event, change: entry.change, balance: entry.balance }))); } // Event listener for calculate button calculateBtn.addEventListener('click', calculateBalance); // Trigger calculation when switching TO the results tab document.getElementById('results').addEventListener('transitionend', function() { if (this.classList.contains('active')) { calculateBalance(); } }); // --- PDF Generation --- downloadPdfBtn.addEventListener('click', function() { const { jsPDF } = window.jspdf; const doc = new jsPDF(); const inputs = JSON.parse(resultsAreaDiv.dataset.inputs || '{}'); const history = JSON.parse(resultsAreaDiv.dataset.history || '[]'); if (!inputs || history.length === 0) { alert("No results to download. Please calculate first."); return; } // Re-parse dates for PDF display history.forEach(entry => { entry.date = new Date(entry.date); }); // --- PDF Styling (Matching CSS color scheme) --- const primaryColor = getComputedStyle(document.documentElement).getPropertyValue('--primary-color').trim(); const textColor = getComputedStyle(document.documentElement).getPropertyValue('--text-color').trim(); const outputBackgroundColor = getComputedStyle(document.documentElement).getPropertyValue('--output-background').trim(); const white = '#ffffff'; const balanceColor = getComputedStyle(document.documentElement).getPropertyValue('--balance-color').trim(); const accrualColor = getComputedStyle(document.documentElement).getPropertyValue('--accrual-color').trim(); const usageColor = getComputedStyle(document.documentElement).getPropertyValue('--usage-color').trim(); doc.setFontSize(18); doc.setTextColor(primaryColor); doc.text("PTO Balance History", 14, 22); doc.setFontSize(10); doc.setTextColor('#555'); doc.text("Based on user-provided inputs. Data is not saved.", 14, 30); let yPos = 40; // Summary of Inputs in PDF doc.setFontSize(12); doc.setTextColor(primaryColor); doc.text("Summary of Inputs:", 14, yPos); yPos += 7; doc.setFontSize(10); doc.setTextColor(textColor); doc.text(`Starting Balance: ${formatHours(inputs.startingBalance)} as of ${new Date(inputs.startingDate).toLocaleDateString()}`, 14, yPos); yPos += 7; if (inputs.calculateAsOfDate) { doc.text(`Balance Calculated As Of Date: ${new Date(inputs.calculateAsOfDate).toLocaleDateString()}`, 14, yPos); yPos += 7; } yPos += 5; // Little space before events list // Event Lists in PDF (Optional, could just show history table) // Let's show the history table as the main output as it includes the balance changes. // Balance History Table in PDF yPos += 10; // Space before table doc.setFontSize(12); doc.setTextColor(primaryColor); doc.text("Balance History Timeline:", 14, yPos); const historyTableBody = history.map((entry, index, arr) => { const isFinalRow = index === arr.length - 1 || (inputs.calculateAsOfDate && entry.date.toLocaleDateString() === new Date(inputs.calculateAsOfDate).toLocaleDateString() && index === arr.length - 1) ; // Check if it's the very last calculated point return [ entry.date.toLocaleDateString(), entry.event, entry.change >= 0 ? '+' + formatHours(entry.change) : formatHours(entry.change), // Format change with sign formatHours(entry.balance), isFinalRow ? 'final-balance-row' : '' // Add class indicator for styling ]; }); doc.autoTable({ startY: yPos + 5, head: [['Date', 'Event', 'Change', 'Balance']], body: historyTableBody.length > 1 ? historyTableBody.map(row => row.slice(0, -1)) : [['No events after starting date', '', '', formatHours(inputs.startingBalance)]], // Show starting balance if no events theme: 'grid', styles: { textColor: textColor.substring(1), lineColor: '#cccccc', lineWidth: 0.1, cellPadding: 3 }, headStyles: { fillColor: primaryColor.substring(1), textColor: white.substring(1), fontStyle: 'bold' }, bodyStyles: { fillColor: outputBackgroundColor.substring(1), textColor: textColor.substring(1) }, alternateRowStyles: { fillColor: white.substring(1) }, columnStyles: { 1: { cellWidth: 'auto' } // Allow event description column to auto-size }, rowStyles: historyTableBody.reduce((styles, row, index) => { // Apply row styles based on class indicator if (row[4] === 'final-balance-row') { styles[index] = { fillColor: '#c0e0ff', textColor: balanceColor.substring(1), fontStyle: 'bold' }; } return styles; }, {}), margin: { top: yPos + 5 } }); doc.save('pto_balance_history.pdf'); }); }); // Helper function to format hours (defined outside DOMContentLoaded for PDF function access) function formatHours(hours) { const numberHours = parseFloat(hours); if (isNaN(numberHours) || !isFinite(numberHours)) { return 'N/A'; } return numberHours.toFixed(2) + ' hours'; }

The Paid Time Off (PTO) Tracking Calculator is a user-friendly tool designed to help HR professionals, managers, and business owners efficiently track employee leave balances and accruals. Managing PTO accurately ensures fair leave policies, compliance with labor laws, and smooth workforce planning.

This calculator allows you to input employee PTO policies, including accrual rates, carryover limits, and usage patterns. It helps calculate current PTO balances, forecast future accruals, and monitor leave usage over time.

Accurate PTO tracking is essential for maintaining employee satisfaction and avoiding payroll errors. This tool simplifies complex calculations by automating accruals and deductions based on your organization’s specific policies.

Whether you manage a small team or a large workforce, the Paid Time Off Tracking Calculator supports effective leave management by providing clear, up-to-date information on employee PTO status. It also helps prepare for year-end leave reconciliations and budgeting for paid leave costs.

Using this calculator enhances transparency, improves communication between HR and employees, and ensures consistent application of PTO policies.

Start using the Paid Time Off (PTO) Tracking Calculator today to streamline your leave management process and keep your team happy and compliant.

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