Free Prorated PTO Excel Template

Figure out prorated time off in seconds, no calculations required.
Whether you’re dealing with mid-year hires or part-time schedules, this Excel template helps you quickly, fairly, and accurately calculate how much vacation someone has earned.

Calculate PTO for new hires based on start date
Adjust vacation for part-time hours automatically
Built-in formulas, no manual math or spreadsheet setup

What’s inside the template

Everything you need to calculate prorated PTO without headaches.

This tool was built to help HR teams, managers, and admins handle prorated time off without having to do the math.

HR Managers

New Hire Calculator

Enter an employee’s start date and annual PTO amount to get their prorated balance instantly based on your company’s PTO cycle.

Team Leaders

Part-Time Calculator

Input the number of hours someone works per week to get a prorated PTO total compared to your full-time entitlement.

Customizable & Ready to Use

Manage your team’s time off with ease.

Use the pre-set formulas or tailor them to your company’s policies. The spreadsheet includes example rows and flexible fields to fit your PTO structure.

How to Use the Free Prorated PTO Excel Template

Getting started is easy. Just download the Excel file, enter your employee’s details, and watch the calculations update automatically. But to help you get started, we’ve created a quick video guide that walks you through everything you need to know.

🎥 Watch the video below and see how easy it is to calculate and manage prorated PTO!

Ready to Automate ALL Your PTO Calculations?

This template is a great starting point, but if you’re still manually updating PTO, you’re doing more work than you need to. Vacation Tracker automates it all, from prorated accruals to approval flows and real-time balance updates.

Automate Prorated PTO

Vacation Tracker calculates and adjusts PTO balances automatically, no matter when your employees start throughout the year. And as employees request time off, their remaining balance is updated automatically and in real time, no manual updates needed.

Manage Probation Periods with Ease

Set up waiting periods where new hires don’t accrue or can’t use PTO until after a specific date. Vacation Tracker applies these rules consistently across all locations, departments, or employee types.

Works Where You Do

Vacation Tracker integrates directly with Slack, Microsoft Teams, and Google Workspace. That means your team can request and approve time off without ever leaving the tools they already use.

Build Policies That Fit Your Team

Whether you offer PTO by hours, days, or seniority, and whether it kicks in immediately or after 3 months, Vacation Tracker can handle it. Customize leave types, accrual rules, carryovers, and more to fit your exact needs.

Free 7-Day Trial. No Commitment. Just Results.

Reduce the complexity of leave approval

Easily manage leave requests and approvals

By understanding where billable hours are going, who’s underutilized, and who can take on more.
Integrate with your favorite calendar and/or app

By understanding where billable hours are going, who’s underutilized, and who can take on more.
Generate reports with the click of a button

By understanding where billable hours are going, who’s underutilized, and who can take on more.