No matter how big or small your team is, effectively tracking time off requests is essential. In doing so, you can ensure employees have not exceeded their time-off limits and provide them with accurate remaining leave allowance.
Here, we’ve provided a free spreadsheet you can use to track two of the most common types of time off; vacation and sick days. Download yours for free and begin tracking employee time off.
This spreadsheet contains all of the basics for recording vacation and sick time and is equipped with formulas for calculating total days used, and days remaining.
Download yours! Available in Excel and Google Sheets.
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Vacation tracking is the process of keeping track of employees used and unused vacation time. Tracking vacation time is important because it allows employers to see available vacation days to approve or refuse time off.
In the U.S, Vacation days typically increase year after year. The U.S. Bureau of Labor Statistics reports that after one year of service, employees receive an average of 11 days of vacation in the private sector. For the local government sector, employees receive an average of 13. With 5 years of service, these numbers increase to an average of 15 days per year in the private sector and 16 days in the state and local government sector.
If an employee fails to use all of these vacation days within a calendar year, they can often carry them over to the next year. For example, a private sector employee with 5 years of service who only used 14 of their 15 vacation days in 2023 may be able to carry over the unused 5 days into 2024. Therefore, they would receive an additional vacation day. This, however, is dependent on local labor laws and a company’s time off policy.
Similar to vacation tracking, sick time tracking involves recording the time/days employees were absent for medical reasons. Sick days given to employees are usually substantially less than vacation days. The averages being 7 days in the private sector and 12 in the state and local government sector after 5 years.
Effectively tracking sick days allows employers to keep track of how many days have been used within the year. Along with unused vacation days, unused sick days can often be carried over to the next year. It is important to note however that there are often limits when it comes to carrying over sick time. For instance, in California employers may cap the overall amount of sick leave an employee is able to accrue to 48 hours total.
By tracking sick time, employers can easily see how much leftover sick time employees have and carry it forward to the next year if they have not exceeded the limits for their policy.
Tracking vacation and sick time in excel is fairly simple. When an employee’s time off request has been approved, a manager or supervisor will manually enter the number of days they took off into a spreadsheet.
In the spreadsheet we have provided, you will only need to follow these 4 steps:
1: Fill out company information. This includes the company name and year you are tracking time off for.
2: Enter each employee’s name in the space provided.
3: fill in the total number of vacation and sick days allowed for each employee in column Q.
4: Automatically receive the total number of sick and vacation days used and leftover.
When it comes to tracking vacation and sick time in excel, the most challenging part is ensuring days off are being consistently recorded. Managers or supervisors may forget to manually log an employee’s sick or vacation day if they become occupied with more pressing tasks.
With time tracking apps like Workyard however, managers don’t need to take any additional steps to track employee vacation and sick days. Unlike traditional forms, Workyard lets employees submit time off requests directly through the app. This lets management see exactly how many days have already been used, and how many remain.
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