Excel
Free Prorated PTO Excel Template
Need a simple way to prorate PTO for new hires? This free Excel template
shows exactly how much time off they get based on their start date, with no math needed.
Get the Free Template
What’s inside the template
Everything you need to calculate prorated PTO without the headache.
This template was made for HR teams, managers, and admins who want to skip the math and get accurate time off calculations fast.
Make leave tracking simple and reliable
As an HR manager, keeping precise leave records matters. This tracker helps you centralize vacation and leave info, cut down manual errors, and save time on reporting.
Stay in control of your team’s availability
Team leads can easily see who’s off and who’s working, so planning projects and managing resources becomes hassle-free.
Easy time off management for small business owners
Wearing many hats? This free tracker gives you a clear, simple way to monitor employee leave, so you can focus on running your business and supporting your team.
How to Use the Free Prorated
PTO Excel Template
Getting started is easy. Just download the file, enter your employee’s start date and PTO <br> details, and the template calculates their prorated time off automatically
Vacation Tracker is your all-in-one PTO tracking platform
Leave Approval
Never miss a leave request
Vacation Tracker sends every request to the right person for faster approvals and fewer mistakes.
Leave Policies
Leave policies perfect for your team
Easily set up accruals, TOIL, carryovers, and seniority rules without complicated workarounds.
Team Management
Empower your team to manage their own PTO
Employees can request time off, check balances, and track leave on their own—no need to go through HR.
Scheduling
Always know who’s
available
See who’s off and when to avoid overlaps
and ensure you have enough coverage.
Locations
Work as one, across
every location
Automatically apply the right policies and holidays
for each location to keep everyone compliant.
Insights & Alerts
Make smarter
decisions, faster
Get real-time updates, automatic alerts, and clear reports to spot trends and plan confidently.
All of this, directly in your
favorite tools
Our integrations make requesting and
managing leave easier than ever before.
Frequently asked questions
A prorated PTO calculator helps calculate paid time off based on an employee’s start date, especially if they join mid-year. It ensures fair leave allocation without manual math.
This template is ideal for HR teams, managers, and admins who want an easy way to track and calculate prorated time off without complicated formulas.
Yes, the template is fully editable. You can adjust employee data, PTO policies, and start dates to fit your company’s needs.
You should update it whenever an employee takes leave or when PTO policies change to keep your records accurate.
Yes, it’s designed to be simple and scalable for teams of all sizes.