Time-Off Request and Accrual Calculations Templates
Simplify your time-off management with our comprehensive, free templates. Easily request time off, calculate accruals, and track your paid time-off balances across all leave categories..
Table of Contents:
Time-Off Request Templates
Easily fill out your time-off request and get it approved faster with these ready-to-use templates
How to use the Template:
- Download the Excel and Word templates.
- Fill it out with your time-off details.
- Submit it to your manager for approval.
- For online version use the Google Sheets and Google Forms.
- You can print the PDF format and submit it for approval.
Accrual Calculations – Weekly & Monthly
This template will help you to calculate the Weekly and Monthly Accrual rate for your employees.
Google Sheets
How to use the Accrual Calculation sheet:
- Enter each employee’s details and their annual leave accrual allowance based on their role.
- The template will then automatically determine the equivalent accrual rates in both days per week and days per month, saving you time on manual calculations.
Paid Time-Off Balance
This template will help you determine the Paid time-off balance for each employee in various leave categories.
Google Sheets
How to use the Paid time-off tracker:
- Start with the basics: Begin by entering employee names and their yearly PTO accrual. A list of leave types and their codes is already provided for you.
- Record time off: Use the calendar to log all employee leave. Just add the appropriate leave code to the corresponding date. The calendar runs from January to December; simply scroll to the right to see the full year.
- Check balances in real time: As you log leave, the sheet will automatically calculate and display the total PTO taken and the remaining balance for each employee.
- Analyze leave data: For a complete overview, navigate to the “Number of Leaves Taken” sheet. Here you’ll find a detailed summary of each employee’s leave, broken down by type and total count.
Employee Time-Off Accrual Balance Sheet
This template will help you determine the accrual balance for each employee in various leave categories as per the roles.
Google Sheets
How to manage Paid time-off accruals:
- Customizable Policies: The first sheet allows you to set up different leave policies and categories for your team. You can easily enter accruals in hours, which will automatically accumulate each month.
- Monthly Tracking: Use the individual monthly sheets (Jan – Dec) to track accruals. Just add the allotted hours for each employee and update the “Used” column when time-off is taken. The “Balance” column keeps a running total.
- Automatic Rollover: The template automatically carries over unused accruals to the next month, so you always have an up-to-date balance.
- Annual Summary: At the end of the year, the “Accrual Balance” sheet provides a final summary of all remaining accruals. This balance can then be carried over or paid out, based on your company’s rules.
Limitations of using templates:
While templates are a helpful starting point, they come with several significant drawbacks:
- Risk of Data Loss: Without a centralized system, templates can be easily lost or deleted, leading to irreversible data loss.
- Inefficient Storage: Over time, a large number of saved templates can consume valuable storage space and create clutter.
- Difficulty Finding Information: Searching for specific data across multiple templates and folders can be a time-consuming and frustrating task.
- Increased Errors: Manual entry is susceptible to human error, which can lead to inaccuracies and costly mistakes.
- Wasted Resources: The time and effort required to fill out and validate each template manually can be a major drain on your team’s productivity and your company’s bottom line.
Advantages of using an online Software over Templates:
Online software is generally better than templates because it provides a centralized, collaborative, and automated solution, eliminating the limitations of manual data entry and scattered files.
Here’s a short summary of the key advantages of online software over templates:
- Centralized Data: All information is stored in one secure location, preventing data loss and making it accessible to the entire team from anywhere.
- Automation: Software automates tasks like calculations, updates, and notifications, reducing human error and saving significant time and effort.
- Collaboration: Multiple users can work on the same data in real-time, improving communication and teamwork.
- Reporting & Analytics: Online software can generate insightful reports and dashboards, providing a clear overview of data that templates can’t.
- Scalability: As your needs grow, online software can easily scale and adapt with more advanced features, whereas templates become clunky and inefficient over time.
Manage Paid Time-Off Effortlessly
Simplify your entire leave process. OfficeClip automates accruals and approvals, so you can easily track PTO balances and eliminate errors—all from one user-friendly dashboard.