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.
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Calculate PTO for new hires based on start date
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Adjust vacation for part-time hours automatically
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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.
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.
Part-Time Calculator
Input the number of hours someone works per week to get a prorated PTO total compared to your full-time entitlement.
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.
Free 7-Day Trial. No Commitment. Just Results.
Reduce the complexity of leave approval
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Easily manage leave requests and approvals
By understanding where billable hours are going, who’s underutilized, and who can take on more.
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Integrate with your favorite calendar and/or app
By understanding where billable hours are going, who’s underutilized, and who can take on more.
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Generate reports with the click of a button
By understanding where billable hours are going, who’s underutilized, and who can take on more.
Why teams around the world love Vacation Tracker

Read more reviews on Capterra.
“The ease with which everyone transitioned across to using Vacation Tracker without asking a million questions was impressive!”

Romana R.
Producer, No Code
“Set it and forget it. New users come on, they get added to Vacation Tracker, and it just works.”

Mark F.
Partner, Buffkin Baker
“Having easy updates on who’s taking time off, and when, has helped our team be more connected than ever.”

Yami R.
People Operations, Team Blind

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