Vacation Schedule Template

A vacation schedule is a practical tool for companies of any size or industry. It provides a clear overview of who is off, for how long, and when, helping prevent scheduling conflicts and keeping daily operations running smoothly.

In the United States, paid vacation is generally determined by employer policy, employment contracts, or collective bargaining agreements rather than federal law. Using a structured vacation schedule helps companies apply these policies consistently and maintain accurate records.

If more guidance is needed, companies should review their internal PTO policies and any state-specific labor rules that may apply.

This template is designed to simplify vacation planning and tracking. It includes:

• Space for employee names, employee ID or payroll ID, and hire date
• Organization by team or department
• Annual calendar view with US federal holidays highlighted
• Tracking for approved vacation days and remaining PTO balance
• Automatic calculations for used and remaining time off

This vacation calendar provides a clear monthly overview of planned absences and is prepared for 2026, with easy adjustments for future years.

Using a vacation schedule template helps companies plan employee time off in a clear and structured way while keeping teams aligned and operations running smoothly. With a clear overview of employee absences, companies can:

• Reduce scheduling conflicts
• Plan workload coverage more effectively
• Apply PTO policies consistently across teams
• Keep time-off records organized and audit-ready