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Employee Vacation Accrual TemplateDownload a spreadsheet for tracking an employee's accrued vacation and sick leave.
How much vacation or sick leave have you accrued? How many vacation days will you have 3 months from now? This new employee vacation accrual and tracking template helps you answer these questions. If you are an employer, you can track the benefits accrued for multiple employees, by making a copy of the worksheet for each employee. This employee vacation accrual and tracking template actually came about due to a request from someone working in human resources at a law firm. Most large companies have their own leave management systems in place, but if you have a small business, this spreadsheet may be just what you need. Employee Vacation Tracking Template
How to Use this Vacation Accrual TemplateStep 1: Choose either the Weekly or Monthly Accrual WorksheetIf your company uses daily vacation accrual, this spreadsheet probably won't work for you. It is set up for weekly, semi-weekly, monthly, or semi-monthly accrual periods. Step 2: Enter Total Hours Earned per YearI would assume that your company's benefits policy states the number of hours of vacation and other benefits an employee can earn each year. The accrual rate is also shown in the worksheets, so if necessary you can manually override the formulas in those cells to enter specific accrual rates. Step 3: Add the Other InfoBesides the obvious Company Name and Employee Name fields, there are a few other values you'll need to enter. Weekly Accrual worksheet: - Pay Period Starting: Enter the date of the start of the first pay period (normally the start of your fiscal year, but for a new employee it may be mid-year). - Weeks Per Pay Period: For bi-weekly pay periods, enter a 2. - Accrued Every N Periods & Accrual Starting Period: If the employee vacation accrual period is identical to the pay period, then these values should probably all be 1 (one). However, if your policy states that employee vacation is accrued every 4 weeks, but you have a bi-weekly pay period, you'll need to modify these values. Monthly Accrual worksheet: This one is pretty simple. Just enter the date of the start of your fiscal year and choose the pay period. Step 4: Update Vacation Carry-Over or Starting BalancesThis spreadsheet is normally only valid for a single fiscal year because there is usually a limit to how much sick leave, personal leave, or vacation that can be carried over to the next year. Vacation Tracking and Leave Accrual for New EmployeesContracts for new employees usually state how much sick leave or vacation the employee starts with. Also, some leave might not start to accrue for 6 months or a year or whatever. To handle these cases, you can try deleting or modifying the formulas in the Earned columns for the non-accrual periods. If you run into cases like this which the template is unable to handle, please let me know. Other QuestionsBackground Color: The highlighting on every other row in the accrual table is controlled using Conditional Formatting. If you need to manually change the background color, you'll need to remove the conditional formatting first. Inserting/Deleting Rows: The vacation accrual formulas are set up to allow you to easily insert or delete rows. You can also extend the accrual table by copying the last row down however many rows you need to. If you do that, you'll need to redefine the Print Area.
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