PTO Tracker 2026 2027 Google Sheets & Excel, Employee Vacation, Sick and Personal Time Off Tracker, Accrual, Carryover, Team Calendar

Seller's description

This PTO tracker shows every employee's vacation, sick and personal time balance at a glance. Balances update on their own. Choose front-loaded or per-pay-period accrual. Set carryover caps. Pending requests stay separate until approved. A team calendar shows who is out each day. It works in Google Sheets and Excel.

WHAT IT DOES
- Balances tab: annual allowance, carryover, accrued to date, used, pending, available now and days left for each employee. It updates automatically.
- Accrual your way: front-loaded (full balance on day one) or per pay period (weekly, biweekly or semi-monthly). It works out how many pay periods have passed.
- Mid-year hires: accrual starts with the first pay period after the start date, and the year's allowance is prorated.
- Carryover caps: enter last year's leftover hours and a cap, and the sheet applies the smaller number. Leave the cap blank for no limit.
- Workdays counted for you: enter a first and last day, and weekends and your company holidays are skipped.
- Half days and partial days: type the hours per day (e.g. 4).
- Pending vs approved: pending requests show separately and are not subtracted until approved.
- Separate PTO and sick banks, plus "other" leave (bereavement, jury duty, unpaid) that doesn't touch either bank.
- Team Calendar: pick a month and see who is out each day (approved, pending, holidays).
- Monthly Summary: approved hours taken by each employee in each month. A request that spans two months, or crosses New Year's, is split correctly.
- Custom leave types: rename or add types and choose whether each one uses the PTO bank, the Sick bank or neither.
- Dropdown menus for employees, leave types and status, with warning colors for low or negative balances.
- Up to 50 employees and 500 time-off entries per year.
Works for 2026, 2027 and later: type the plan year in Settings (B3) and add your holidays. Tested with a full 2027 plan year (40 of 40 applicable checks passed).

WHAT YOU GET
- 1 ZIP file (Small-Team-PTO-Tracker.zip) containing:
- Small-Team-PTO-Tracker.xlsx (the tracker)
- Buyer-Instructions-PTO.pdf (your Google Sheets copy link + quick-start steps)
- A built-in "Start Here" tab with instructions, and sample data you can clear in a minute

HOW TO GET IT
1. After you buy, go to your Etsy account > Purchases and download the ZIP file. Etsy also emails you a download link.
2. Unzip it. On Windows, right-click > Extract All. On Mac, double-click it. On a phone, use the Files app.
3. Google Sheets: open Buyer-Instructions-PTO.pdf, click the copy link and choose "Make a copy". The copy is saved to your own Google Drive.
4. Excel: open Small-Team-PTO-Tracker.xlsx in Excel 2010 or newer.
5. Follow the Start Here tab: enter your settings and holidays, add your employees, clear the sample data and start logging time off.

GOOD TO KNOW
- This is a digital download. Nothing physical will be shipped.
- Compatible with Google Sheets (needs a free Google account) and Microsoft Excel 2010 or newer, on Windows or Mac. Not designed for Apple Numbers.
- All dates and holidays can be edited, and the file can be reused every year.
- This is a tracking tool, not legal, payroll or HR advice. Leave and carryover rules vary by state and employer.
- Because this is a digital file, returns aren't accepted. If something isn't working, send me a message and I'll help.

HOW THIS WAS MADE
I designed this tracker with help from AI tools, which assisted with building the formulas and layout. I chose the features and the leave rules, and before listing it I tested every calculation against an independent check (a 41-point test plan covering accrual, carryover, mid-year hires, half days, holidays, leap years and 50-employee capacity).