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PTO Tracker Spreadsheet 2027
Know everyone's vacation, sick and personal balance without HR software. Set each person's policy once, log days off as they're approved, and the sheet works out what they've earned, what's left, what carries over and what to print for them.
$14one-time on Etsy · Excel and Google Sheets
- Up to 50 people and 1,000 leave entries a year
- Per pay period or annual grant, set per person
- Carryover caps and new-hire proration
- Blank file, filled-in example and a Quick Start PDF
The math
How PTO accrual is worked out
Most small-business PTO policies come down to three numbers per person. Here's how the file uses each one.
| Your policy | What the file does |
|---|---|
| Per pay period accrual | Hours per year ÷ pay periods (52, 26, 24 or 12), earned each period from the hire date |
| Annual grant | The full year's hours up front; for someone hired mid-year it can be reduced by the share of the year already gone |
| Carryover cap | Hours carried in from last year are held to the cap, and next year's carryover is capped the same way |
| Days off | Logged in hours by type (vacation, sick, personal, unpaid, other); rows with an unknown name, a weekend or a holiday are flagged |
You type the policy; the file does the arithmetic. It doesn't check it against any law.
Worked example
Made-up employees, balances on June 30, 2027
From the example copy that comes with the file.
| Alex: 120 vacation hours a year ÷ 26 pay periods | 4.62 hrs a period |
| Alex: 12 periods earned by June 30 | 55.38 hrs |
| Alex: carried in 32 + earned 55.38 − used 48 | 39.38 hrs left |
| Alex: projected year-end, after 40 hrs booked ahead | 64 hrs, carryover capped at 40 |
| Jordan: typed 52 hrs carried in, cap is 40 | counts 40 |
| Morgan: hired March 15, 80-hour annual grant, prorated | 64 hrs |
Example data, made up. Taylor, hired August 2, shows 0 earned on June 30, because accrual starts at the hire date.
The rules
Do you have to offer paid time off?
Federally, no. The U.S. Department of Labor says the Fair Labor Standards Act doesn't require payment for time not worked, such as vacations, sick leave or holidays; those are a matter of agreement between employer and employee. State and city rules vary and change, so check yours with your state labor department or an employment advisor.
Source: dol.gov, Vacation Leave, checked Oct 28, 2026. The 2027 holidays in the file are U.S. federal holidays (observed dates) from OPM; your business picks which days it gives. Our summary, not legal advice.
Your options
Free templates, free apps, or this file
Vertex42 Employee Leave Tracker, free
- Twelve monthly sheets where you mark days with a letter code, totaled for the year, rows for 30 people.
- Counts days, not hours, and has no accrual, carryover or balance columns (we opened the file).
Attenditai PTO Tracker, free
- Balances with monthly accrual, a carryover column and a leave log, in Excel or Google Sheets.
- One accrual rate per leave type for the whole team, in days, counted by calendar month; no per-person policy, carryover cap or hire-date start (we opened the file).
Connecteam app, free up to 10 users
- Phone app with time-off requests, approvals and balances, free on its Small Business plan for up to 10 users.
- Best if you want employees to request time off themselves. It's an account and an app, not a file you keep.
This file, $14 once
- Per-person policies, per pay period or annual grant, carryover caps, new-hire proration, booked-ahead days and a printable slip, for up to 50 people.
- A manager's record: no employee logins. Works offline in Excel or in Google Sheets.
Sources, checked Oct 28, 2026: Vertex42 · Attenditai · Connecteam pricing. Features and prices change; check their pages.
FAQ
Questions, answered straight
Is it a subscription?
No. It's a one-time download from Etsy. The file is yours to keep and reuse.
Does it work in Google Sheets?
Yes. It's a real .xlsx file with live formulas and no macros. Open it in Excel, or in Google Sheets use File → Import → Upload.
Does it work in hours or days?
Hours. You log hours off (a half day is 4). The balance slip also shows each balance in days, using the hours in a work day you set on Start Here.
Can each employee have a different policy?
Yes. Each person has their own vacation and sick hours per year, accrual method (per pay period or annual grant), carryover cap and hours carried in from last year.
Does it know my state's leave laws?
No. It follows the policy numbers you type. Under the federal Fair Labor Standards Act, paid vacation and sick leave are a matter of agreement between employer and employee, but state and city rules vary, so check with your state labor department or an employment advisor.
Can employees request time off in it?
No. It's a manager's record, not an app. Employees ask you the usual way and you log the approved days. If you want employees to request time off from their phones, a free app like the one compared above may suit you better.
Can I use it for 2028?
Yes. Change the leave year on Start Here, update the holiday dates, and enter each person's carryover from the Balances tab.
Is this legal or HR advice?
No. It's a record-keeping tool. It doesn't decide what you owe anyone or run payroll.
Answer "how much PTO do I have?" with one page.
$14 once on Etsy. Instant download: blank file, filled-in example and a Quick Start PDF.