tracker template · Free download
PTO Tracker Template
A PTO and vacation tracker for accruals, used days and balances by employee, with a 12-month annual leave planner and a monthly coverage check.
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What you get
- An employee-level PTO ledger with opening, accrued, used, and balance columns
- A request log to record each booking, its approval status, and whether cover is arranged
- Separate tracking for vacation, sick, and personal time
- A 12-month annual leave planner with a monthly coverage check to catch clashes early
- A running balance you can reconcile against payroll any month
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
Tracker setup
- Company / team
- Accrual year— calendar year or rolling 12 months
- Accrual method— annual grant or per-period accrual
- Standard entitlement— e.g. 20 days per year
Employee PTO balances
| Employee | Opening balance | Accrued | Used | Remaining | Carryover cap |
|---|---|---|---|---|---|
| Alex Rivera | 5 | 20 | 8 | 17 | 5 |
| Jordan Lee | 0 | 20 | 12 | 8 | 5 |
PTO request log
| Employee | Type | Start date | End date | Days | Status | Cover arranged? |
|---|---|---|---|---|---|---|
| Alex Rivera | Vacation | Approved | Yes |
Annual leave planner (days planned by month)
| Employee | Entitlement | Jan | Feb | Mar | Apr | May | Jun | Jul | Aug | Sep | Oct | Nov | Dec | Remaining |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Alex Rivera | 20 | 0 | 0 | 3 | 0 | 5 | 0 | 0 | 5 | 0 | 0 | 0 | 2 | 5 |
| Jordan Lee | 20 | 2 | 0 | 0 | 0 | 0 | 4 | 5 | 5 | 0 | 0 | 0 | 0 | 4 |
Monthly coverage check
| Month | People off | Days off (team) | Coverage OK? |
|---|---|---|---|
| January | |||
| February | |||
| March |
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How to use this template
- 1
Set opening balances
Enter each employee's carried-over balance and annual entitlement at the start of the year or accrual cycle.
- 2
Log every request
Add each approved booking to the request log with dates, type, and number of days.
- 3
Update the balance
Subtract used days from accrued days so the remaining balance stays current for every employee.
- 4
Plan the year and check coverage
Map planned leave month by month in the annual planner, then use the coverage check to keep minimum staffing during busy periods before approving overlapping requests.
Frequently asked questions
What is the difference between PTO and vacation?
PTO (paid time off) is often a single pooled bank covering vacation, sick, and personal days. Vacation is one category within that pool. This tracker supports both: use the type column to split a pool, or track vacation on its own.
How should I handle carryover at year end?
Set a carryover cap per employee, then move any unused balance up to that cap into next year's opening balance. Anything above the cap is forfeited or paid out depending on your policy and local law.
Can this track accruals that build each pay period?
Yes. Set the accrual method to per-period and add the earned amount to the Accrued column each cycle instead of granting the full annual amount upfront.
How do I prevent everyone booking the same week off?
Use the annual leave planner and the monthly coverage check to see overlap before approving. Set a maximum number of people off at once per team, and confirm cover is arranged for any extended absence.
How do I handle peak periods?
Mark known busy seasons or blackout dates in the planner up front and communicate them early. Encourage the team to book around those periods, and approve leave for the busiest months on a first-come, first-served basis to stay fair.