How do I track PTO, sick time and floating holidays separately?
Keep a separate balance for each kind of leave, because each one usually has its own
accrual, cap, and expiration rules. Record every day off against the right balance, and
check each one against your pay stub.
Last updated: October 29, 2026
Doing it by hand
List each kind of leave your employer offers and its rules from the handbook: how it is
earned, any cap, how much carries over, and when it expires.
Give each its own column or sheet. Floating holidays are often granted once a year and
expire at year end; sick time may follow different rules, sometimes set by state or
local law, so check your policy rather than assuming.
Track leave that carries no balance — unpaid days, jury duty, bereavement —
as dates only, so it shows on your calendar without touching a balance.
When you book a day off, deduct it from the bank it will actually come out of.
Where PTO Minder helps
Every kind of leave is a bank with its own balance and its own rules
for how it accrues, caps, and expires, marked with a colored dot across the app.
Free: one balance-bearing bank plus unlimited banks that carry no
balance, such as bereavement, jury duty, or unpaid leave.
PTO Minder Plus adds more balance-bearing banks — Sick, Personal,
Floating Holiday, Comp Time, or your own — each with its own accrual, cap,
carryover, and expiration rules.
Per-bank Balance and Safe: each bank shows what it holds and what is
safe to use from it once booked time off is covered.
Book time off on the calendar against a specific bank, and the forecast
and Safe to Use update.
Its limits
Separate balances for sick time and floating holidays need Plus, a one-time in-app
purchase; the free version tracks one balance-bearing bank.
PTO Minder is a planning tool, not an HR system, and it does not know your
employer’s rules or local law; you enter the rules from your own policy.