Paying out an employee's accrued, unused PTO? Put it in writing the clean way — with a signed payout statement your employee can actually follow. A PTO / Accrued Vacation Payout Statement Letter is the tidy, professional way for a manager, HR, or payroll to confirm the payout of accrued, unused paid time off, and PaperKit drafts a polished one in seconds. Pick the REASON for the payout — TERMINATION, RESIGNATION, an annual CASH-OUT, a POLICY CHANGE, the start of a LEAVE, or a LAYOFF — and it reshapes the whole statement: the title, the subtitle, the confirming framing, and the closing. Then choose the CALCULATION BASIS — accrued balance at current pay, unused hours × hourly rate, tiered by length of service, or prorated through the date shown — and it rewrites the how-this-was-calculated line for you. Like a commission or reimbursement statement, this one does the math: lay out each PTO LINE and PaperKit SUMS them to a net total payout — and you can enter a NEGATIVE line (PTO advanced or already taken, or a balance forfeited over the accrual cap) so the schedule nets down to the amount still due. It's a statement TO your employee, so you (the approver) e-sign it online and send them the polished PDF — there's no second signature. (This is a courtesy statement, not legal, tax, or payroll advice — it doesn't create, calculate, or guarantee any payment; the figures are what you type. Whether accrued PTO must be paid out, and how it's taxed and timed, is governed by your PTO policy and state and federal law — confirm the binding numbers through payroll and your official records.)
The big lever — it reshapes the whole statement: the title, the subtitle, the confirming framing and the closing.
Termination — pay out the accrued, unused PTO balance at the end of employment.
Overrides the single "how this was calculated" sentence in the letter.
Accrued balance — value the accrued, unused PTO balance at the current rate of pay.
PaperKit lists the lines below and sums them to a net total PTO payout. Enter a negative amount (e.g. -330.80) for PTO advanced / already taken, or a balance forfeited over the accrual cap, so the schedule nets down to what's still owed. You type the numbers — PaperKit only adds them up.
The authorized approver (manager / HR / payroll). You e-sign the hosted statement online — this is a statement TO the employee, so there is no employee signature line.
Turn on what applies. Payment timing, a tax-withholding note and a questions-contact line are on by default.
A real PTO payout statement. The payout reason reshapes the title, subtitle and framing; the calculation basis overrides the how-it-was-calculated sentence; the schedule sums your lines to a net total (a negative advanced / forfeited line nets it down). Publish to get a hosted link you can e-sign online.
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A PTO / accrued vacation payout statement is a template for convenience, not legal, tax, or payroll advice. It does not itself create, calculate, or guarantee any payment — the figures shown are exactly what you enter. Whether accrued, unused PTO must be paid out, and how it is calculated, taxed, and timed, is governed by the employer's PTO policy and applicable state and federal law. PaperKit is not a law firm or a payroll provider and records electronic signature via the signer's typed name; confirm the figures through payroll and your official records before relying on this form.