Free Vacation and Sick Time Tracking Spreadsheet
What's in the free vacation and sick time tracker
The template covers up to 30 employees, and for each one it keeps three separate banks: Vacation, Sick and Personal. Every bank has its own allowance, its own taken column, and its own remaining balance — they don't share a pool, and running low on vacation days doesn't touch the sick balance.
That's the structure most small businesses actually run, where a vacation policy and a sick leave policy are two different promises to employees, not one combined number.
Three banks, three balances — not one pooled number
For each bank, Remaining subtracts days taken from the allowance and updates automatically as you fill in taken days. If any single bank — Vacation, Sick or Personal — goes negative, that cell flags red, independent of what's happening in the other two banks.
Most spreadsheets you'll find either combine everything into one PTO pool or track sick time separately in hours. This one keeps all three banks in the same unit — days — so you're not converting between hours and days to compare them.
Days, not hours
Vacation and sick time are tracked in whole or half days here, matching how most small businesses actually grant and use them, rather than in hourly increments. If your team logs hours for something like FMLA leave, that's a separate use case — see the FMLA tracking spreadsheet for hour-based tracking.
Working in days also keeps the sheet readable at a glance: an employee with 8 vacation days and 3 sick days left is a faster read than the hour equivalents.
Who this spreadsheet is for
Small businesses with separate vacation and sick leave policies — plus a personal day allowance — who want one file instead of three. It fits teams of up to 30 people managing all three banks by hand.
If your company runs a single combined PTO pool instead of separate policies, the simpler PTO tracker linked below is a better fit.
How to use it
- Enter each employee's annual allowance for Vacation, Sick and Personal separately.
- Log days taken in each bank as they're used.
- Let Remaining calculate automatically for each of the three banks.
- Watch for the red alert if any bank goes negative.
Download the free Free Vacation and Sick Time Tracking Spreadsheet
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PTO & Leave Tracker — with Automatic Accrual
For these same three banks with accrual calculated automatically instead of allowances you enter by hand, the paid PTO & Leave Tracker ($19) handles PTO, sick and personal accrual for up to 30 employees.
See the full versionTracking PTO for a whole team?
Tracking three banks by hand works for a small team. LeaveSheet manages vacation, sick and personal leave together as a web app, at $1.50 per employee per month.
See LeaveSheet — $1.50/employee/moFrequently asked questions
Can I use this spreadsheet in Google Sheets?
Yes. Upload it to Google Drive and open it with File > Save as Google Sheets. All three banks keep 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 hours instead of days?
No, all three banks — Vacation, Sick and Personal — are tracked in days. If you need hour-based tracking, you'd need to convert manually.
Can I add a fourth leave bank?
The sheet is built for three banks. Adding a fourth means copying the existing formulas yourself into a new set of columns.
How many employees does it cover?
Up to 30. Add rows below the existing employees if your team is larger.