tracker template · Free download
PTO Tracker Template
A PTO tracker template to record accruals, used days, and remaining balances by employee so HR always has an accurate, up-to-date paid time off ledger.
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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 and its approval status
- Separate tracking for vacation, sick, and personal time
- 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
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 |
|---|---|---|---|---|---|
| Alex Rivera | Vacation | Approved |
Remaining = Opening balance + Accrued - Used. Status options are Pending, Approved, or Declined. Reconcile the balances tab against the request log at the end of each month.
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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.
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.