Free Vacation PTO Tracker Spreadsheet Template
Track paid time off balances, accruals, and usage for employees. Monitor remaining PTO across vacation, sick, and personal days.
What's Included
- Dashboard with PTO balance overview showing days accrued, days used, and days remaining per employee
- PTO tracker with accrual schedule, usage log, and automatic running balance for each leave type
- Vacation, sick, and personal day categories tracked separately with individual accrual rates and caps
- Remaining balance calculations that update automatically as new accruals are added and time off is taken
- Year-to-date usage summary with color-coded cells for easy monitoring of approaching PTO limits
- Works in Microsoft Excel, Google Sheets, and LibreOffice Calc with no setup required
Need more from this template?
The free version covers the basics. The Pro version goes further.
- Track PTO for up to 5 employees with days used and remaining
- Dashboard with total days used and average balance
- PTO log with date and leave type entries
- Works in Excel and Google Sheets
- Employee Setup for up to 20 employees with PTO policy type, annual PTO allotment, sick days, personal days, and carry-over balance
- PTO Log recording each leave request with employee, leave type, start date, end date, days used, approval status, and notes
- Dashboard with 6 KPI cards: total employees, total PTO days used, average days remaining, pending requests, most active leave month, and total sick days used
- Balance Tracker showing each employee's total allotment, days used by leave type, and remaining balance with color-coded low-balance warnings
- Monthly Calendar showing leave days by employee across the month - useful for identifying coverage gaps
Preview
See what's inside this template
How to Use This Vacation PTO Tracker Template
Enter accrual rates
Set the annual or per-period accrual rate for vacation, sick, and personal days for each employee.
Log time off taken
Record each absence with the employee name, leave type, dates, and number of days taken.
Monitor balances
The remaining balance calculates automatically - accrued days minus days taken. Check it before approving new requests.
Review the dashboard
The dashboard shows total days accrued, used, and remaining per employee for all leave types.
Built by Claude AI. Perfected by us.
We use Claude AI to draft each template, after a deep research. Then our team steps in. We refine the layout, stress-test every formula, fix edge cases, and polish the design until it feels like something we would actually use ourselves. The AI gets us 80% there. The last 20% is all human judgment.
Frequently Asked Questions
Does it handle different accrual rates?
Yes. Set individual accrual rates per employee and per leave type. Some employees may earn more PTO based on tenure.
Can I set a PTO cap?
Enter the maximum accrual cap for each leave type. The template can track when an employee approaches or reaches the limit.
Does it carry over unused days?
Configure carryover by adjusting the starting balance at the beginning of each year. Enter any rolled-over days from the prior year.
Can I track for the whole team?
Yes. Each row tracks a different employee. The dashboard shows all team members and their current balances in one view.
How do I open this in Google Sheets?
Upload the .xlsx file to Google Drive, then open it with Google Sheets. All formulas and formatting will be preserved.
What license is this template under?
All free templates are released under CC BY 4.0 (Creative Commons Attribution). You can use, modify, and share them freely - including for commercial purposes - as long as you credit FinancialAha.com. They are provided as-is and do not constitute financial advice.
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