PTO tracker template
A paid time off tracker in Excel: accrual per period, hours used, balance and a log by employee.
- ๐บ๐ธ US format ยท Letter size
- Free
This is a sample form. Check that the terms and pay match federal and state labor rules and your company policy.
Pick your options and the preview updates. The file opens in Excel, Google Sheets or Numbers.
The file is built in your browser. Nothing is uploaded or saved.
Sheets
- How to use
- PTO tracker: employee, ID, accrual per pay period (yellow), pay periods elapsed (yellow), carryover, accrued, used (SUMIFS from the log), balance (formulas)
- PTO log: employee, date, hours, type (dropdown), notes
Color key
- Yellow cells: fill these in
- Blue cells: formulas, leave them as they are
- Gray rows: examples you can delete
Policy numbers are yours to type
PTO accrual, caps and carryover are set by your company policy or state and local sick leave law, so every rate is an input cell. This tracker does the arithmetic, not the policy.
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PTO tracker 2026
| Employee | Employee ID | Accrual per pay period (h) | Pay periods elapsed | Carryover (h) | Accrued (h) | Used (h) | Balance (h) | Notes |
|---|---|---|---|---|---|---|---|---|
| Jordan Lee | 1001 | 4.62 | 10 | 8 | 54.2 | 16 | 38.2 | |
| Casey Nguyen | 1002 | 3.08 | 10 | 0 | 30.8 | 4 | 26.8 | |
| (auto) | (auto) | (auto) | ||||||
| Total | =SUM(โฆ) | =SUM(โฆ) | =SUM(โฆ) |
PTO log 2026
| Employee | Date | Hours | Type | Notes |
|---|---|---|---|---|
| Jordan Lee | 2026-02-16 | 8 | Vacation | |
| Jordan Lee | 2026-03-09 | 8 | Sick | |
| Casey Nguyen | 2026-03-20 | 4 | Personal | Afternoon |
| Total | =SUM(โฆ) |
This shows the first part of each sheet as it prints on Letter paper. The file also has a how-to sheet and formulas, and every column fits one page width when you print from Excel.
How to use it
Pick the year and your pay frequency and download. On the tracker sheet, each employee gets a row with the accrual per pay period, the number of pay periods that have passed and any carryover, all in yellow cells. Accrued, used and balance are formulas.
Log every request on the PTO log sheet: name, date, hours and type. The tracker adds up the hours for each name, so the balance is right as soon as the log is. Update the pay periods column after each payroll.
Things to watch
Names have to match exactly between the two sheets. The tracker treats every logged hour as PTO, so if your policy keeps sick leave separate, give it its own row per employee or filter by type when you report. At year end, start a new file and carry the ending balances into the carryover column, capped at what your policy allows.
Calculators that go with this
Frequently asked questions
How do I work out the accrual per pay period?
Divide the annual PTO hours by the number of pay periods in a year. 120 hours on a biweekly schedule is 120 / 26 = 4.62 hours per period. Type that in the yellow cell.
Can I track in days instead of hours?
Yes. Type the accrual and the log entries in days (1 or 0.5) and read every column as days. The formulas do not care about the unit.
What about state sick leave laws?
Several states and cities require paid sick leave with their own accrual rate and cap. Keep those hours in their own row or log type so you can show them separately if asked. This template does not apply any statutory rule.
Is what I type saved anywhere?
No. Everything stays in your browser and nothing is sent to our server. If you refresh the page it is gone, so print, save a PDF or download the DOCX when you are done.