Employee PTO Tracker | Excel & Google Sheets Leave Management (Up to 25 Employees)

Five people asked for the same week off and you found out from a group chat.

This spreadsheet tracks paid time off for a team of up to 25 people. You enter your own leave policy once, add your employees, and log each absence; the sheet works out every balance, applies your Carryover Cap in Hours and your Maximum Balance in Hours, and shows who is away in each month of the year.

There is no federal minimum for paid leave in the US, so there is no standard accrual rate to build in. Every number here comes from your written policy, which is why this works whether you accrue per pay period, per hour worked, or hand out the whole year up front.

WHAT IS INCLUDED

Start Here tab, where you set your plan year start date, your accrual method, your pay period frequency, the hours a year grants, your carryover cap, your maximum balance, the hours in your work day, and, for the per hour worked method, the hours a year you expect someone to work.

Employees tab, 25 rows, working out each person's carryover, accrued hours, hours taken, hours scheduled, balance, and days left, with a bar beside each balance, plus their own Hours Granted a Year when a length of service tier gives them a different yearly grant from the one on Start Here.

Leave Log tab, 200 rows, with dropdowns for ten leave types, paid or unpaid, taken or scheduled, and payout eligible.

Year Grid tab, every employee against all twelve months, so you can see how many hours each person is already off in a month before you approve another request.

Quick start guide in US Letter and A4, with the setup steps and how each balance is worked out.

HOW IT WORKS

1. Enter your leave policy on the Start Here tab and read back the rate the sheet worked out.
2. Add one employee per row, with what they carried in and how far into the year they have earned.
3. Log each absence, and read every updated balance on the Employees tab.

FORMATS AND SIZES

Excel workbook (.xlsx) that opens in Excel, Numbers, LibreOffice, and Google Sheets.

Google Sheets version, opened from a link inside the download, where you make your own copy.

Quick start PDF in US Letter and A4.

Every field ships blank, so nothing has to be cleared out before you start.

LEAVE TYPES

The Leave Log's dropdown holds Vacation, Sick, Personal, Holiday, Bereavement, Jury duty, Parental, FMLA unpaid, Unpaid, and Other, and the workbook totals every logged hour under each one.

Paid is the switch that decides whether an absence comes off the employee's balance, so set it to Unpaid for FMLA unpaid and Unpaid rows, and for a company holiday, a bereavement day or jury duty when your policy does not charge those against someone's leave.

Every paid leave type draws on the same balance, so this sheet holds one pot rather than a separate sick balance.

THE THREE ACCRUAL METHODS

Per pay period earns the same hours every payroll run, the annual grant divided by 26, 24, or 12 pay periods.

Per hour worked earns hours in proportion to hours on the clock, which suits part time and hourly staff.

Front loaded makes the whole annual grant available on your plan year start date.

QUESTIONS PEOPLE ASK

Does it work in Google Sheets? Yes, the download has a link to a Sheets version you copy to your own Drive.

Can I add more employees or more log rows? The quick start's Adding a row section gives the steps, which insert the new row inside the totals rather than under them.

Does it need Excel? No, the workbook opens in Excel, Numbers, LibreOffice, and Google Sheets.

Is anything filled in? No, every field ships blank so nothing has to be cleared out before you start.

This tracks a team's leave for an employer, so it is not a personal tracker for your own time off.

DELIVERY

This is a digital download. Your files are available as soon as your payment clears, with nothing shipped to you.

This spreadsheet is general education, not legal or human resources advice. For decisions about pay, leave entitlement, or an employee's rights at work, talk with a licensed professional.

All sales are final.