Annual Leave Tracker Template

Keep accurate records of employee allowances, used and remaining leave, approved and pending requests and carryover leave.

Links to Annual Leave Tracker Templates

Annual Leave Tracker Template

Employee Name 

Starting Date 

Total Allowance 

Used Leave 

Remaining Leave 

Approved Leave 

Pending Leave 

[Employee Name] 

[Starting Date] 

[Total Allowance] 

[Used Leave] 

[Remaining Leave] 

[Approved Leave] 

[Pending Leave] 

[Employee Name] 

[Starting Date] 

[Total Allowance] 

[Used Leave] 

[Remaining Leave] 

[Approved Leave] 

[Pending Leave] 

[Employee Name] 

[Starting Date] 

[Total Allowance] 

[Used Leave] 

[Remaining Leave] 

[Approved Leave] 

[Pending Leave] 

[Employee Name] 

[Starting Date] 

[Total Allowance] 

[Used Leave] 

[Remaining Leave] 

[Approved Leave] 

[Pending Leave] 

 How to use the template: 

  1. In the first row, add column headers for the following categories: Employee Name, Starting Date, Total Allowance, Used Leave, Remaining Leave, Approved Leave, and Pending Leave. 
  2. Add a row for each employee, filling in their name, starting date, total annual leave allowance, and any leave that they have already used or have remaining. 
  3. Use the Approved Leave column to record any leave that has already been approved for the employee. 
  4. Use the Pending Leave column to record any leave requests that are currently pending approval. 
  5. Use the Remaining Leave column to track the remaining leave allowance for each employee. 
  6. Update the tracker regularly to ensure that it is always up-to-date and accurate. 

Detailed Annual Leave Tracker Template

Employee Name 

Starting Date 

Total Allowance 

Used Leave 

Remaining Leave 

Approved Leave 

Pending Leave 

Carry Over Leave 

[Employee Name] 

[Starting Date] 

[Total Allowance] 

[Used Leave] 

[Remaining Leave] 

[Approved Leave] 

[Pending Leave] 

[Carry Over Leave] 

[Employee Name] 

[Starting Date] 

[Total Allowance] 

[Used Leave] 

[Remaining Leave] 

[Approved Leave] 

[Pending Leave] 

[Carry Over Leave] 

[Employee Name] 

[Starting Date] 

[Total Allowance] 

[Used Leave] 

[Remaining Leave] 

[Approved Leave] 

[Pending Leave] 

[Carry Over Leave] 

[Employee Name] 

[Starting Date] 

[Total Allowance] 

[Used Leave] 

[Remaining Leave] 

[Approved Leave] 

[Pending Leave] 

[Carry Over Leave] 

How to use the template: 

  1. In the first row, add column headers for the following categories: Employee Name, Starting Date, Total Allowance, Used Leave, Remaining Leave, Approved Leave, Pending Leave, and Carry Over Leave. 
  2. Add a row for each employee, filling in their name, starting date, total annual leave allowance, and any leave that they have already used or have remaining. 
  3. Use the Used Leave column to record any leave that the employee has already taken. 
  4. Use the Approved Leave column to record any leave that has already been approved for the employee. 
  5. Use the Pending Leave column to record any leave requests that are currently pending approval. 
  6. Use the Remaining Leave column to track the remaining leave allowance for each employee. 
  7. Use the Carry Over Leave column to track any unused leave from the previous year that has been carried over to the current year. 
  8. Update the tracker regularly to ensure that it is always up-to-date and accurate. 

FAQ

What should be included in an Annual Leave Tracker?

  • Employee Name: Each employee whose yearly leave you are keeping track of belongs in this column. 
  • Starting Date: The beginning date of each employee's employment with the company should be listed in this column. 
  • Total Allowance: The complete amount of yearly leave benefits to which each employee is entitles should be listed in this column. 
  • Used Leave: The amount of annual leave that each employee has used so far this year should be recorded in this column. 
  • Remaining Leave: The amount of annual leave that each employee has left over for the year should be recorded in this column. 
  • Approved Leave: Any approved annual leave for each employee should be recorded in this column. 
  • Pending Leave: Any requests for annual leave that are presently awaiting approval should be tracked in this column. 
  • Carry Over Leave: Any unused annual leave from the prior year that was carried over to the current year should be recorded in this column. 

To make sure the tracker is constantly current and correct, it's a good idea to include a row for each employee and to update it frequently. Additionally, you might want to alter the tracker to include extra columns for keeping track of different kinds of leaves, like sick or bereavement leave.  

What format should the Annual Leave Tracker be in?

Depending on the requirements of the business, the Annual Leave Tracker's format may change. However, using a spreadsheet program like Microsoft Excel or Google Sheets is a typical format. This makes it simple to track, organize, and update the data. 

Each row in the spreadsheet should correspond to a specific person, and each column to a particular element of that employee's leave, such as their overall leave allowance, their spent leave, their remaining leave, etc. To make the data easier to read and understand, you can also format the information with different colors or fonts. 

Another choice is to track employee leave using specialized software or tools, which may provide more sophisticated features and automation possibilities. Whatever format you decide on, be sure that everyone who has to utilize or review the data can access it and understand it.  

Who is responsible for updating the Annual Leave Tracker?

Depending on the policies and processes of the firm, several people may be in charge of updating the annual leave tracker. To keep accurate records of employee leave, including updating the Annual Leave Tracker, is often the responsibility of the HR department. 

In certain circumstances, the employee's immediate manager may also be involved in monitoring and approving employee leave, and they may give updates to the HR division to guarantee the accuracy of the tracker. Each employee must also notify their manager and HR of any approved leaves, adjustments to their leave schedules, or any pertinent information that might have an impact on the tracker. 

Overall, keeping an accurate and up-to-date Annual Leave Tracker depends on excellent communication and collaboration between HR, supervisors, and employees.