PTO Tracker
This tracker keeps a personal record of one person's PTO: a starting balance, accruals, adjustments, and time-off requests that are pending, approved, or canceled. It shows what you have today, what is already promised to approved time off, and what you can still request.
Nothing is saved unless you choose to keep the tracker on this device, and the values you enter are never sent anywhere.
Your PTO tracker
Summary
Enter a start date to see your balance.
This tracker is a personal record. It is not your employer's official record and does not connect to payroll.
How the tracker works
Start with the date and the balance you know for certain, for example the balance on your last pay stub. Then add entries:
- Accrual: PTO you earned on a date, such as the hours added each pay period.
- Adjustment: a correction, a one-time grant, or hours forfeited. Use a negative amount to subtract.
- Time off: a request, entered with its first day and the total hours. Mark it pending while it waits for a decision, approved once it is accepted, or canceled if it is withdrawn.
The tracker uses today's date to decide what has already happened and what is still in the future.
Balance, reserved, pending, available, projected
- Balance: the hours you have today, after time off that has already been taken.
- Reserved: approved time off that has not happened yet. It is deducted once, when its first day arrives.
- Pending: requests waiting for a decision. They are shown but not deducted.
- Available: balance minus reserved. This is what you can still request.
- Projected: the balance expected after the last entry, including future accruals and approved time off.
The balance vs. available guide explains each number with a longer example.
Synthetic example
Synthetic example. A starting balance of 40 hours on 2026-01-01 and one approved request of 16 hours starting 2026-04-06.
- On 2026-03-01 the balance is 40 hours, 16 hours are reserved, and 24 hours are available.
- After 2026-04-06 the 16 hours are deducted once: the balance is 24 hours, nothing is reserved, and 24 hours are available.
- If the request had been canceled before 2026-04-06, the reservation would be released and 40 hours would be available.
Load example in the tracker sets up the same request dated a month from today, so you can see the reservation.
Your data
- By default, everything stays in this page and is gone when you close it.
- Keep this tracker on this device saves it in this browser only. It is not sent to any server, and anyone using this device could see it. Turning the option off removes the saved copy.
- Download CSV gives you a file you can keep or open in a spreadsheet. Import CSV loads a file downloaded from this tracker; any other file is rejected without changing your data.
- Clear data empties the tracker and removes any copy saved on this device.
Frequently asked questions
How do I track my PTO balance?
Write down a balance you are sure of and the date it applies to, then record every change after it: accruals, adjustments, and time off. Keeping each change as a dated entry, instead of overwriting one number, lets you see how the balance was reached and fix mistakes.
Why is my available PTO lower than my balance?
Approved time off that has not happened yet is reserved. It still counts in your balance today, but you cannot promise those hours twice, so available PTO is the balance minus reserved hours.
Does pending time off reduce my balance?
No. A pending request waits for a decision, so the tracker shows it separately and does not deduct it. Once you mark it approved, it is reserved; once its first day passes, it is deducted.
Is this my official PTO record?
No. This tracker is a personal record. Your employer's payroll or HR system is the official record, and this tool does not connect to it.
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Reviewed by José Luis Pérez on