PTO Tracker Spreadsheet, Employee Leave Tracker, Vacation & Sick Time Accrual, Team Calendar, Small Business HR, Google Sheets Excel

Track your whole team's paid time off without accrual math. Set your policy once and the workbook calculates what each person has earned, used, booked and has left — and warns you before hours expire.

WHO IT'S FOR
Small businesses, office managers, founders and team leads who track PTO in a basic spreadsheet now and want something more reliable — usually teams of about 5 to 100 people.

WHAT IT DOES
• Accrual engine: tiers by years of service (for example 80 / 120 / 160 hours a year), accrued monthly, semi-monthly, biweekly or front-loaded once a year
• Waiting period, part-time FTE scaling, carryover cap and maximum balance
• Separate PTO and sick buckets, plus unpaid and other leave types that don't use up a balance
• Leave log counts working days only, skips weekends and your company holidays, and supports partial days with an hours override
• Projected year-end balance with a use-it-or-lose-it warning window
• Flags requests that overlap a teammate in the same department, or that go over an available balance
• Month-view team calendar with a color code for each leave type
• Dashboard with team totals, upcoming leave, low balances and charts

TABS
Start Here · Dashboard · Settings · Holidays · Employees (up to 100) · Leave Log (500 rows) · Balances · Team Calendar

WHAT YOU GET
• Instant digital download — no physical item is shipped.
• Excel workbook (.xlsx) and a PDF how-to guide. The guide has step-by-step instructions for using it in Google Sheets.
• Works in Microsoft Excel 2010 or later (Windows and Mac), Excel for the web, and Google Sheets (free Google account). No macros, add-ins or subscriptions.
• Fictional sample data is included so you can see how it works. Clear it when you're ready to start.

GOOD TO KNOW
• Formula cells are protected so they can't be overwritten by accident (no password). Light-tinted cells are for your entries, and dropdowns keep entries consistent.
• Need more rows? The guide shows how to extend them.
• Accrual rules differ by company and by state. Enter your own policy in Settings; the template doesn't decide what the law requires.
• Because this is a digital download, returns aren't accepted. If something doesn't work, message the shop and we'll help.

AI disclosure: This listing was made with the help of AI tools. AI helped draft the spreadsheet formulas, the how-to guide text and the layout of the preview images. Every formula was then recalculated and checked for errors before listing, and the preview images show the real workbook's sample numbers.

Please note: This is a record-keeping template. It is not financial, tax, accounting, legal or HR advice, and it does not guarantee compliance with any law, policy or funder requirement. Check important results with a qualified professional.

Original design by SystemSheets. For personal or internal business use; please don't resell or share the file.