Free PTO balance and accrual tracker
Record entitlement, opening balance, accrued, taken, and pending days per person, and the workbook calculates the remaining balance and team totals automatically.
- No signup or email address
- Editable and printable formats
- CC0 - use it for anything
Edit it digitally or print a clean copy
Best for managers and HR or operations leads who need a running view of leave entitlement, accrual, and remaining balances per person.
A useful starting point, not an empty shell
- Automatic remaining balance from opening, accrued, taken, and pending
- Works in days or hours with per-person and team totals
- One row per person with entitlement and pending-request fields
- Choose whether you track days or hours and set the as-of date.
- Add one row per person with entitlement, opening balance, accrued, taken, and pending.
- Update accrued and taken each period so remaining balances stay current.
Keep the template until the process needs more
A shared file can be the right tool for a new or small process. Sandtime.io becomes useful when reminders, approvals, locked records, project data, reports, and Excel exports must stay dependable across a growing team.
Questions about this free template
Is this template really free?
Yes. The editable file and printable PDF are free, require no email address, and are released under CC0 1.0. You may copy, edit, rebrand, redistribute, or use them commercially without asking permission.
Can I edit the template?
Yes. Open the Excel file in Microsoft Excel or import it into Google Sheets. Pale yellow cells are intended for input and grey cells contain calculated summaries.
Which format should I print?
Download the PDF when you need a clean paper copy. It uses high-contrast lines, safe print margins, and a layout designed for common A4 and US Letter printers.
Does this template guarantee compliance?
No. It is a general operational starting point and does not guarantee legal, payroll, tax, employment, record-retention, or labor-law compliance. Adapt it to the rules and contracts that apply to your organization.
Can I share or rebrand it?
Yes. CC0 1.0 allows you to share the original files, add your own branding, publish an adapted version, or use the template commercially without attribution.
When should a team move beyond a template?
A file works well while one person owns the process and the team can keep it current. Consider Sandtime.io when reminders, approvals, locked records, project data, reports, and reliable exports need to work together.