How to use the pto tracker template
- Type a title, the year and choose days or hours.
- List each employee with the time allowed for the year and the time used so far.
- Add blank rows at the end for people you add later.
- Print the landscape sheet. The Left column is worked out, and each month has a box to write the time taken.
Formula
Left = allowed - used so far
A negative result is shown with a minus sign
Left is printed only when both the allowed and used amounts are entered.
20 days allowed and 7 used
An employee allowed 20 days who has used 7 has 20 - 7 = 13 days left. Another allowed 15 who has used 4.5 has 10.5 left. A person with 10 days allowed and nothing entered under used shows a blank Left, to fill in by hand.
If someone has used more than they are allowed, such as 7.5 of 5 days, Left prints -2.5 and a note appears under the preview. The sheet is landscape, with columns for January to December between Allowed and Used.
A year on one page
The tracker puts every employee on one row with a column for each month, so a manager can see the year at a glance. Write the days or hours taken in each month's box as time off is approved. The Used and Left columns can be filled in from what you already know, and the tool does the subtraction.
Used so far is a single number and is not split by month, so the month boxes stay blank for you to complete by hand. The sheet applies no policy rules such as carry over, accrual or approval, and it only subtracts.
Related planning
To find how much time off an employee earns each pay period, use the PTO accrual calculator. The accrued PTO liability calculator values unused balances, and the vacation day planner helps an individual plan days off around holidays.
For coverage, the weekly schedule maker builds a shift schedule. Names you type stay in your browser if you choose to remember them, and nothing is uploaded.
Assumptions and limits
- Allowed and used amounts are numbers you enter with up to 2 decimals.
- The unit is days or hours and is a label only.
- Accrual, carry over and company policy are not modeled.
- The sheet prints in landscape and holds up to 60 employees plus blank rows over several pages.
Frequently asked questions
How do I track PTO for employees?
List each person with their allowed time and what they have used, then record time taken each month. This template works out what is left.
How is the remaining time calculated?
Allowed minus used so far. 20 days allowed with 7 used leaves 13.
Can I track hours instead of days?
Yes. Choose Hours as the unit. It changes the label and the notes only, and the arithmetic is the same.
Does the tool apply my company's PTO policy?
No. It only subtracts what you enter, so rules such as carry over or accrual are for you to apply.