Free FMLA Tracking Spreadsheet
What's in the free FMLA tracking spreadsheet
The template tracks one employee per file, with 200 rows to log each leave entry: date, leave type — continuous, intermittent or reduced schedule — and hours used. A running cumulative total adds up automatically as you log entries.
It's built for hours, not days, since FMLA leave is measured and tracked in hours, especially for intermittent leave taken in shorter blocks throughout the year.
The 480-hour benchmark
FMLA entitles eligible employees to up to 12 weeks of leave, which at a standard 40-hour week works out to 480 hours. This spreadsheet's cumulative total is built to be compared against that 480-hour reference line as entries accumulate.
The sheet tracks the hours you log — it doesn't determine eligibility or automatically apply your company's specific 12-month measurement method, since those depend on rules the spreadsheet itself can't know.
A tracking tool, not legal advice
This spreadsheet only tracks the hours you enter against the 480-hour benchmark. It does not determine whether an employee is eligible for FMLA leave, which 12-month measurement method your company uses, or how intermittent leave should be counted under your specific policy — those are legal and HR questions.
For FMLA eligibility rules, the 12-month measurement methods, and other requirements, refer to the U.S. Department of Labor at dol.gov or talk to your legal or HR counsel before making leave decisions.
One employee per file
Because the 200 rows and cumulative total are built around a single employee's FMLA leave history, you'll want a separate copy of the file for each employee you're tracking under FMLA, rather than combining multiple employees into one sheet.
This keeps each employee's running total clean and makes it easy to hand off or archive a single employee's FMLA record on its own.
How to use it
- Make a copy of the file for each employee you're tracking under FMLA.
- Log each leave date, type (continuous, intermittent or reduced schedule) and hours used.
- Watch the cumulative hours total build automatically as you add rows.
- Compare the running total to the 480-hour (12-week) benchmark.
Download the free Free FMLA Tracking Spreadsheet
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PTO & Leave Tracker — with Automatic Accrual
For regular PTO, sick and personal leave across your whole team (separate from FMLA hour tracking), the paid PTO & Leave Tracker ($19) handles three policies with automatic accrual for up to 30 employees.
See the full versionTracking PTO for a whole team?
Everyday PTO and sick leave for your whole team runs as a web app in LeaveSheet, at $1.50 per employee per month — FMLA hour tracking itself still needs a dedicated log like this one.
See LeaveSheet — $1.50/employee/moFrequently asked questions
Is this spreadsheet legal advice?
No. It only tracks the hours you log against the 480-hour benchmark. For FMLA eligibility rules and the 12-month measurement method your company uses, refer to the U.S. Department of Labor at dol.gov or your legal/HR counsel.
Can I use this in Google Sheets?
Yes. Upload it to Google Drive and open it with File > Save as Google Sheets. The cumulative total keeps calculating.
Is this template really free?
Yes. You give an email address to download it, and then it's yours to use with no further cost.
Does it track one employee or many?
One employee per file, across 200 rows. Copy the file for each additional employee you need to track.
Does it support intermittent leave?
Yes, each entry has a type column recording continuous, intermittent or reduced schedule leave, so intermittent blocks are logged the same way as continuous leave.