2027 PTO & Time-Off Tracker — Vacation, Sick & Personal Accrual for Small Teams (Excel & Google Sheets)

Keep vacation, sick and personal time in one place — for a small team of up to 25 people, or just for yourself. This 2027 PTO tracker accrues hours by your rules (monthly, per pay period, or a front-loaded grant), applies carryover and max-bank caps, and shows who's off on a calendar.

Works for US and Canadian teams. You set the year, the hours in a work day, and the policy; the balances update as you log time off.

WHAT'S INSIDE

• Policies — up to 6 accrual rules: annual front-load, monthly, weekly, biweekly or semi-monthly, with separate Vacation, Sick and Personal banks, max bank and carryover caps
• Employee roster — up to 25 people; start and end dates, FTE (for part-time), starting balances
• Time Off Log — 1,500 rows; Vacation, Sick, Personal, Unpaid, Holiday, Bereavement and Other; Requested / Approved / Denied / Cancelled (only Approved Vacation, Sick and Personal reduce a bank)
• Balances — carry-in kept, accrued, used, pending, available and hours forfeited to a cap, for every person and bank
• Team Calendar — pick a month to see approved hours on each day
• Year Calendar — a 2027 calendar (weeks start Monday) that follows the year you set, so it also works in a leap year; company holidays you enter are highlighted
• Dashboard — team totals, people with less than a full day of vacation left, and a monthly chart
• Pay Periods helper — so you can see the dates used for accrual
• How to Use tab — short setup steps, including how to open the file in Excel or Google Sheets
• A blank copy for your own team and a filled-in SAMPLE copy so you can see it working

WHAT YOU RECEIVE

Instant download after checkout:

• 1 ZIP that contains two Excel (.xlsx) files — a blank copy and a filled-in SAMPLE copy — and a PDF with plain instructions for opening the file in Google Sheets (File > Import > Upload) or Microsoft Excel

This is a digital download. Nothing will be shipped.

WORKS WITH

Google Sheets (free Google account) and Microsoft Excel desktop. Mobile apps can view and edit, but a computer is easier for setup.

To open in Google Sheets: go to sheets.google.com, then File > Import > Upload and choose the .xlsx. Import it as a new spreadsheet.

PLEASE NOTE

• This is a record-keeping tool, not legal or employment advice. Paid-leave and employment standards vary by US state and Canadian province or territory, and by your own policy. Please confirm accrual, carryover, caps and statutory leaves with an employment lawyer, HR advisor or the government site that applies to you.
• Mid-year hires on a monthly policy start accruing on the last day of their first month. Annual front-load can be prorated by day count for a mid-year hire or leave (you can turn this off). Weekly and biweekly rates are annual hours divided by the number of pay dates that fall in the Settings year (see the Pay Periods tab), so a full-year employee earns the policy's annual hours even in a 53-payday year.
• If a file will not open, contact the shop and I'll help.

How this was made: I designed this template myself — I chose the layout, features and categories and wrote the instructions. I used AI tools to help draft formulas/text and to speed up mockups, and I tested and edited everything by hand.