Topics covered
Takeaway
While most employees enjoy paid time off (PTO), it’s becoming a requirement for more states. But no two states have the same policies. That’s why it’s vital to understand how these regulations impact operations in the states where you operate. Read everything you need to know about PTO laws and PTO payout requirements from across the country.
Many employees consider paid time off (PTO) a valuable benefit. But in an increasing number of states, offering it is required.
As PTO laws pick up traction across the country, it’s vital to understand how they affect where your business operates. From how the legislation works to the differences between acts, let’s explore how PTO laws impact every state.
What are PTO laws?
PTO laws are the policies and regulations that mandate paid leave to employees and specify how it can be used. PTO can refer to multiple forms of paid leave, including:
- vacation time
- sick leave
- jury duty
- bereavement
- personal days
- holidays
PTO laws exist at the local, state and federal levels. Regardless of the specific employee they affect, PTO laws share a purpose: to determine which individuals qualify to get paid while taking time off.
How do PTO laws work?
No two PTO laws are the same, but they can have similar guidance. Consider how they can broadly impact eight areas of time off.
Accruals
Certain laws may specify how PTO accrues, which can be influenced by an employee’s:
- hours worked
- seniority
- dependents
- preexisting conditions
For example, a new hire may earn two hours of PTO for every 40 hours worked. On the other hand, an employee who has been with a company for over five years may earn four hours of PTO for every 40 hours worked instead.
Usage
PTO laws specify how employees can use their earned leave, too. Guidance could have provisions around:
- advance notice requirements
- restrictions during specific periods
- the specific types of leave (e.g., sick leave, vacation or personal days)
Compensation
Despite some exceptions, most PTO laws allow employees to receive their regular pay for the duration of their leave.
Carryover and payout
Legislation can also specify how much unused PTO can carry over into a new year, as well as if employees may receive a payout for unused leave when they resign.
Application
PTO laws may only apply to certain businesses based on their:
- industry
- annual revenue
- number of employees
- other criteria
Reasons for leave
In some cases, a PTO law could require an employee to provide a verifiable reason for their leave. For instance, leave used for jury duty or bereavement may require evidence.
Employee eligibility
Under certain legislation, an employee may only qualify for PTO under specific circumstances. The worker may need to be full time or have been employed by their company for at least a year, for example.
Notification and documentation
A PTO law could require employees to provide notice or other documentation to use PTO, like a:
- doctor’s note for sick leave
- two-week notice for vacation
- formal leave of absence letter
- proof of a family member’s hardship
Employers should be prepared to comply with any PTO laws where they operate. However, it’s also important for HR teams to identify emerging and pending legislation, too. Regardless, always consult a licensed legal professional to confirm if a certain law affects you.
What are the PTO laws by state?
It pays off to understand each state’s PTO laws. We’ll first examine which states don’t enforce any PTO requirements. Afterward, we’ll dive into those that do — as well as states that consider earned vacation time as wages.
States that don’t require PTO
The following jurisdiction and states do not currently enforce PTO laws:
- Alaska
- Florida
- Hawaii
- Idaho
- Indiana
- Iowa
- Kansas
- Kentucky
- Mississippi
- Missouri
- Montana
- North Carolina
- North Dakota
- Ohio
- Oklahoma
- Pennsylvania1
- South Carolina2
- South Dakota3
- Texas
- Utah
- Washington, D.C.
- West Virginia
- Wisconsin
- Wyoming
1 Pennsylvania does not have a statewide PTO law, but Philadelphia, Pittsburgh and Allegheny County mandate paid sick time.
2 South Carolina mandates paid parental leave for certain state employees and public school teachers.
3 South Dakota mandates paid family leave for certain state employees.
States with statutory and mandatory PTO requirements
The following states legally require some form of PTO.
| State | PTO law(s) summary |
| Alabama | Alabama grants full-time employees jury duty leave at their regular pay rate. Employers cannot pull this time off from a preexisting PTO balance. However, the state has no requirement for any other leave. |
| Arizona | Arizona requires employers to provide one hour of paid sick leave for every 30 hours worked for a max of 40 hours annually for companies with 15 or more employees, and 24 for those with less than 15. The state also allows employees to carry over their entire unused sick time into a new year or opt to receive compensation for it. |
| Arkansas | Arkansas requires state employees to accumulate paid sick leave based on their tenure, with a max of 30 days annually. |
| California | California mandates a minimum of 5 days (40 hours), accrued at one hour for every 40 hours worked, of paid sick leave per year. However, Berkeley and Los Angeles mandate 48 hours annually, and San Diego requires 40. The state allows for carryover of this leave, as well as eight weeks of partially paid parental leave. |
| Colorado | Colorado requires employees to be paid $50 per day for the first three days of jury duty. The state also requires employees to accumulate one hour of paid sick time for every 30 worked. As of 2024, the state also requires up to 12 weeks of parental leave, with maximum compensation of $1,100 per week. |
| Connecticut | Connecticut grants eligible employees up to 12 weeks of paid medical, parental or family leave per year. Serious medical conditions may qualify for an additional two weeks of paid leave. Employees may also receive their normal rate for up to five days, then receive $50 per day from the state and accumulate sick time at a rate of one hour for every 40 hours worked. |
| Delaware | Effective Jan. 1, 2025, Delaware will grant employees 12 weeks of paid family, parental and self-care leave. Employees cannot submit claims under PFML until Jan. 1, 2026. |
| Georgia | While Georgia doesn’t mandate PTO, it does allow employees to use up to five days of their paid sick leave to care for a family member. |
| Illinois | Illinois requires employers to give workers one hour of paid leave for every 40 hours worked. This leave can be used for any reason, and employers cannot require workers to provide a basis for leave. Carryover is allowed, but not required for businesses that provide leave in a lump sum at the start of the year. |
| Louisiana | Louisiana allows employees to receive one day of PTO for jury duty. |
| Maine | Maine requires employers with over 10 workers to provide one hour of PTO for every 40 hours worked. The type of leave is unspecified and allows for carryover of up to 40 hours into the new year if an employer doesn’t provide at least 40 hours of PTO upfront. |
| Maryland | Maryland requires businesses with 15 or more employees to provide one hour paid sick leave for every 30 hours worked. The state allows for five hours of sick leave to use for bereavement and annual rollover. Plus, employees that have been with a company for 12 consecutive months are entitled to up to 10 weeks of family and medical leave in a two-year period. This changes to 12 weeks of paid family and parental leave in 2026. |
| Massachusetts | Massachusetts requires businesses with over 10 employees to provide one hour of paid sick leave for every 30 hours worked for an annual max of 40 hours. Employers must allow up to 40 hours of carryover if they don’t provide time off at the start of the year. Additionally, the state provides certain individuals with 26 weeks of paid family leave. |
| Michigan | Michigan requires employees to earn one hour of paid medical leave for every 35 hours worked, with a 40-hour annual max. Up to 40 hours may be carried over, and this leave may be used to care for family members. |
| Minnesota | Minnesota allows employees to earn one hour of paid sick time for every 30 hours worked. The PTO law also allows for a carryover and a maximum accrual of 80 hours. Even if an employer provides an annual lump sum, they must compensate workers for any unused below 80 hours. |
| Nebraska | Nebraska requires companies to provide workers with PTO for jury duty, minus any pay an employee receives from the court. |
| Nevada | In Nevada, employers with over 50 workers must provide PTO at a rate of 0.01923 hours for every hour worked, for a 40-hour annual max. Since this PTO can be used for any purpose, the state doesn’t differentiate between forms of leave. |
| New Hampshire | New Hampshire allows employers to provide optional PTO for employees needing family and medical leave. |
| New Jersey | New Jersey requires employees to accrue one hour of paid sick time or family leave for every 30 hours worked, but employers may instead provide 40 hours of this leave at the start of each year. Employees may carry over unused hours each year, but businesses aren’t required to pay out unused time when an employee resigns. |
| New Mexico | New Mexico requires employees to earn one hour of sick time for every 30 hours worked. Workers may carry over up to 64 hours of unused sick time each year, but employers don’t have to pay out this balance if an employee leaves. |
| New York | New York requires employers with over four employees (or $1 million in annual net income) to provide one hour of sick time for every 30 hours worked. Maximum accruals are defined by the size of an employer’s workforce, with a max of 56 hours per year. The state also requires businesses to pay $40 per day for the first three days of jury duty, and up to 12 weeks of paid family leave. |
| Oregon | Oregon requires employees and employers to contribute to a paid leave fund at a rate of 1% per pay period, with employees covering 60% of that accrual. Employers with 10 or more employees must also provide paid sick leave at a rate of one hour per 30 hours worked, with an annual max of 40. |
| Rhode Island | Rhode Island requires companies with 18 or more employees to offer up to 40 hours of paid sick and safe leave, with a 40-hour annual carryover. Workers may also earn six weeks of partially paid family leave. |
| Tennessee | Tennessee allows for certain state employees to use paid family leave and requires paid jury duty leave for all employees. |
| Vermont | Vermont grants employees one hour of paid sick leave for every 52 hours worked, with a 40-hour annual max. This PTO law allows for up to 40 hours of annual rollover if an employer doesn’t offer sick leave upfront. However, only state employees can receive paid family leave. |
| Virginia | Virginia allows home health workers who work at least 20 hours per week to earn one hour of paid sick leave for every 30 hours worked. This leave is limited to 40 hours a year. |
| Washington | Washington requires employers to provide one hour of paid sick time for every 40 hours worked. Employees may carry over up to 40 unused hours each year. The state also grants up to 12 weeks of paid family and medical leave per year. |
States that consider earned PTO as wages
The following states consider PTO as wages:
- Arizona*
- California
- Colorado
- Delaware*
- Illinois*
- Indiana1
- Iowa
- Kansas
- Kentucky
- Louisiana
- Maine
- Maryland
- Massachusetts
- Minnesota
- Montana
- Nebraska
- North Dakota
- Ohio1
- Oklahoma*
- Oregon
- Pennsylvania
- Rhode Island2
- South Carolina
- Texas
- West Virginia
- Wisconsin
- Wyoming
* PTO is only considered wages if specified in an employment agreement or employer policy.
1 Considered as deferred compensation in lieu of wages.
2 Only applicable after one year of employment.
States that don’t consider PTO as wages
The following states don’t consider PTO as wages:
- Alabama
- Alaska
- Arkansas
- Connecticut
- Florida
- Georgia
- Hawaii
- Idaho
- Michigan
- Mississippi
- Missouri1
- Nevada
- New Jersey
- South Dakota
- Tennessee
- Vermont
- Virginia
- Washington
1 An employment agreement could allow PTO to be viewed as wages.
How does a use-it-or-lose-it PTO policy work?
“Use it or lose it” means employees must use their PTO within a specified time frame or forfeit the remaining balance. In other words, employees under this kind of policy won’t be able to carry over all their unused PTO into the new fiscal year.
Which states don’t have use-it-or-lose-it PTO policies?
Only these four states prohibit use-it-or-lose-it PTO policies:
- California
- Colorado
- Montana
- Nebraska
Which states require PTO payout?
While certain states require PTO, many also maintain laws for how unused PTO should be reimbursed to resigning or terminated employees. Here’s how different states approach it.
How are PTO payouts calculated?
Each state may determine how employers should pay out unused PTO, as well as how this balance is calculated. However, if a state has no policy around PTO payouts, this process will likely be defined by a business itself.
States that require payment of unused PTO upon termination
The following states require employers to compensate terminated employees for unused PTO:
- California
- Colorado
- Illinois
- Indiana*
- Louisiana
- Maine
- Maryland*
- Massachusetts
- Montana
- Nebraska
- New Hampshire*
- New Mexico
- New York*
- North Carolina1
- North Dakota
- Ohio1
- Rhode Island2
- West Virginia*
- Wisconsin*
* An employment agreement or preexisting policy can override this requirement.
1 These requirements only apply if employees have not been notified of a forfeiture policy.
2 The requirement only applies after one year of employment.
States that don’t require PTO payouts
The following states default to employers’ preexisting policies when it comes to reimbursing terminated employees for unused PTO:
- Alabama
- Alaska
- Arizona
- Arkansas
- Connecticut
- Delaware
- Florida
- Georgia
- Hawaii
- Idaho
- Iowa
- Kansas
- Kentucky
- Michigan
- Minnesota
- Mississippi
- Missouri
- Nevada
- New Jersey
- Oklahoma
- Oregon
- Pennsylvania
- South Carolina
- South Dakota
- Tennessee
- Texas
- Vermont
- Virginia
- Washington
- Wyoming
Are there penalties for not following PTO payout laws?
While not every state requires PTO payouts, others may still penalize employers who don’t reimburse employees in tandem with company policies.
States with no penalties for not paying out unused PTO
The following states don’t penalize employers for not reimbursing terminated employees for unused PTO:
- Alabama
- Florida
- Georgia
- Hawaii
- Mississippi
- South Dakota
- Vermont
- Virginia
- Washington
States that penalize employers for not paying out unused PTO
The following states administer penalties to employers who don’t pay out PTO to terminated employees per state law or company policy:
| State | PTO payout penalty summary |
| Alaska | Alaska administers a penalty to employers who don’t timely pay out PTO equal to the former employee’s regular wage or salary for each day since an employee requested their payout or 90 workdays, whichever is less. |
| Arizona | Arizona employers may receive a penalty of at least $250 for an initial violation and a $1,000 fine for each willful or repeated violation. The state may also impose an audit or special monitoring. |
| Arkansas | Arkansas requires employers to pay out terminated employees by the next regular payday. If an employer fails to make payment within seven days, they may owe twice the amount of past-due wages. |
| California | California administers “waiting time penalties” for each day back wages aren’t paid. The penalties equal the former employee’s average daily pay for up to 30 days. |
| Colorado | Colorado requires former employees who aren’t paid timely to first send a written demand letter requesting full payment. Employers have 14 days from the notice’s receipt to reimburse the individual. Failure to comply may result in a penalty of double the unpaid wages or $1,000, whichever is higher. Intentional nonpayment results in the greater of triple the amount of unpaid wages or $3,000. |
| Connecticut | If specified in a company policy or union agreement, Connecticut entitles former employees to all unpaid compensation, including PTO, by the next regular payday barring any ongoing labor disputes. For unpaid wages over $2,000, employers may receive felony charges and fines from $2,000 to $5,000 per offense. Consult the state’s wage payment laws for a complete list of penalties. |
| Delaware | Delaware may administer penalties for unpaid PTO ranging from $1,000 to $5,000 per violation. |
| Idaho | Idaho may administer penalties of up to $750 or three times the unpaid wages to employers who don’t pay out unused PTO. |
| Illinois | Illinois may render penalties against employers for unpaid PTO ranging from $250 to $1,000. Former employees may also receive 5% of unpaid compensation for each month without a payout and coverage for legal fees. |
| Indiana | Indiana may hold employers liable to the amount of unpaid wages and administer a “reasonable fee” for court costs. |
| Iowa | Iowa may render penalties of $500 per pay period and per violation for unpaid wages, including unused PTO. |
| Kansas | Kansas may administer a penalty of 1% of the unpaid wages for each day they aren’t paid after an employee terminates for a 100% maximum. |
| Kentucky | Kentucky requires an employer with a policy that promises a PTO payout to administer it by the next pay period after an employee leaves or within 14 days, whichever is later. Penalties range from $100 to $1,000 for each offense. |
| Louisiana | Louisiana allows former employees to file private suits for the collection of unpaid PTO and other wages. Penalties typically include the equivalent of 90 days of backpay or full wages from the time the employee demanded payment. |
| Maine | Maine may administer penalties ranging from $100 to $500 for unpaid PTO per violation. |
| Maryland | For unpaid PTO, Maryland may render a fine of up to $1,000, three times the amount of unpaid wages and coverage of legal fees and costs. |
| Massachusetts | Massachusetts has some of the most severe penalties for unpaid PTO. Employers who fail to pay outstanding vacation time may face a fine of $24,000 for the first offense and $50,000 for subsequent violations. Repeated offenses could lead to imprisonment, reimbursement of three times the unpaid wages and legal fees. |
| Michigan | Michigan gives former employees one year to file a written complaint over unpaid wage, including to recover unused PTO. Employers could face a fine of up to $1,000, damages of up to twice the amount owed and a 10% penalty for each day payment is overdue after the complaint is served. |
| Minnesota | Minnesota may require employers to pay former employees their average wages for each day a business doesn’t pay out outstanding wages and PTO — for up to 15 days. This could also include penalties for injunctive relief, legal costs and other damages. |
| Missouri | Missouri may administer a penalty equal to a former employee’s regular rate for each day lingering wages and PTO go unpaid, for up to 60 days. |
| Montana | Montana may require employers to pay up to 110% of overdue wages and PTO, as well as legal fees. |
| Nebraska | Nebraska employers could be required to pay twice the amount of unpaid wages or PTO for intentional nonpayment. Businesses could also face administrative penalties of up to $500 for the first violation and up to $5,000 for repeated offenses. |
| Nevada | Nevada may render fines of up to $5,000 per instance of unpaid wages and PTO. Additional remedies include repaying former employees at their regular rate for each day payment is overdue for up to 30 days. |
| New Hampshire | New Hampshire may administer a penalty equal to 10% of unpaid wages and unused PTO for each workday the amount was overdue or the total amount of the outstanding balance, whichever is smaller. |
| New Jersey | New Jersey may impose a fee of 10% to 25% of the value of unpaid PTO on employers who don’t pay out PTO in tandem with their own policies. |
| New Mexico | New Mexico may require employers to pay a former employee at their regular rate for each day wages and PTO go unpaid, for up to 60 days. |
| New York | New York may administer a penalty of $500 for unpaid wages and PTO per violation. |
| North Carolina | North Carolina may require employers to pay the total amount of unpaid wages and unused PTO, plus interest and legal costs. |
| North Dakota | North Dakota can require employers to pay former employees for each day outstanding wages and PTO go unpaid. Businesses may have to pay more if they were found liable for at least two similar wage claims in the last year. |
| Ohio | Ohio employers that don’t pay out wages or PTO may receive a penalty of 6% of the unpaid wages or $200, whichever amount is higher. |
| Oklahoma | Oklahoma may administer a daily penalty equal to 2% of the unpaid wages and PTO. This penalty stops accumulating when it reaches the total amount owed. |
| Oregon | Oregon may impose a daily penalty equivalent to eight hours of the former employee’s rate for up to 30 days for unpaid wages and PTO. Businesses could also face fines of up to $1,000. |
| Pennsylvania | Pennsylvania may render a penalty of 10% of the outstanding wage and PTO balance, as well as damages of 25% of the unpaid wages or $500, whichever is greater. Employers could also face additional fines of up to $300 and possible imprisonment. |
| Rhode Island | Rhode Island may apply a daily fine of at least $400 for each day wages and PTO go unpaid. This penalty could also include 15% to 25% of the past-due balance. Businesses with violations over the last three years may face an increased penalty of 25% to 50%. |
| South Carolina | South Carolina may require employers to pay $100, as well as triple the amount of unpaid wages and PTO. |
| Tennessee | Tennessee may administer fines ranged from $100 to $500 or $500 to $1,000 for willfully not paying outstanding wages and unused PTO. |
| Texas | Texas employers may face administrative penalties equal to a former employee’s unpaid wages and PTO or $1,000, whichever is smaller. |
| Utah | Utah may administer a daily penalty of 5% of the unpaid wages and unused PTO for up to 20 days. If former employees send a written demand for this balance, a business may have to pay the individual’s previous salary for each day the balance goes unpaid following receipt of the demand, for up to 60 days. |
| West Virginia | West Virginia may require employers to pay damages equal to twice the amount of unpaid wages and unused PTO, in addition to the full amount of unpaid wages and legal costs. |
| Wisconsin | Wisconsin may administer a penalty of up to $500 and require employers to pay twice the amount of unpaid wages and unused PTO. |
| Wyoming | Wyoming may render fines of $500 to $750 per offense and 18% interest for the amount of unpaid wages and unused PTO. |
How Paycom helps companies boost compliance
Whether you employ people in one state or across the country, you have to comply with local and state PTO laws.
Paycom’s Time and Attendance makes it easy for HR to create and automate policies that comply with legislation, and even apply different parameters to specific employees. And GONE®, an enhancement to our Time-Off Requests tool, automates decisions around leave while helping ensure your compliance with applicable laws.
You can also use Paycom to give employees anytime, anywhere access to your company’s PTO practices. This empowers them to use the benefits they earn with confidence and clears up confusion around how and when PTO should be used.
Finally, Paycom’s Government and Compliance software simplifies adhering to local, state and federal rules with frequent updates, relevant alerts and customized reporting for your company’s exact regulatory needs.
Explore Paycom’s resources to learn about other important HR compliance topics and more.