Leave and sick balance tracker (up to 100 staff)
Track annual and sick leave balances for up to 100 employees, with low and over-used balances flagged.
Larger employers need leave balances for everyone in one place. List each employee's annual entitlement, the days brought forward and the days taken, and the tracker works out the annual balance, tracks sick days against the entitlement and flags employees whose balance is low or over-used, so leave is managed before it becomes a liability.
Employers with up to 100 staff, HR officers and payroll teams who keep leave records and prepare leave accruals.
What is included
- Room for 100 employees
- Annual balance worked out for each person
- Sick days against the entitlement
- Low, over-used or OK status
- Total leave days owed at the top
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How to use it
- List each employee with their annual entitlement and days brought forward.
- Enter the days of annual leave and sick leave taken so far.
- Read the balances and the status for each person.
- Follow up with employees who are low or over-used.
Templates are tools to help with your own records. They are not tax or legal advice. Check the figures against official sources before filing or paying.
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What the leave and sick balance tracker (up to 100 staff) does
Larger employers need leave balances for everyone in one place. List each employee's annual entitlement, the days brought forward and the days taken, and the tracker works out the annual balance, tracks sick days against the entitlement and flags employees whose balance is low or over-used, so leave is managed before it becomes a liability.
Who it is for
Employers with up to 100 staff, HR officers and payroll teams who keep leave records and prepare leave accruals.
How to use the workbook
- List each employee with their annual entitlement and days brought forward.
- Enter the days of annual leave and sick leave taken so far.
- Read the balances and the status for each person.
- Follow up with employees who are low or over-used.
- Save a copy under a new name for each month or year, so earlier records stay as they were.
What is inside
- Room for 100 employees
- Annual balance worked out for each person
- Sick days against the entitlement
- Low, over-used or OK status
- Total leave days owed at the top
The workbook has these sheets: Instructions, Leave, By status. The main table has the columns Employee; Annual entitlement (days); Brought forward; Annual leave taken; Annual balance; Sick days taken; Sick entitlement (days); Sick balance. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.
Tips for getting it right
- Update the days taken at least monthly.
- Check the legal minimums for annual leave in your contract.
- Encourage people with high balances to take leave.
- Use the total owed in your leave accrual.
Why keep this record
Staff records go wrong in small, repeated ways: a figure typed twice, a deadline forgotten, a promise that nobody wrote down. A tidy workbook that everyone uses the same way removes most of those problems. It also gives you something to show an employee, an auditor or a labour officer when a question comes up months later, and it makes the next payroll quicker because the facts are already in one place.
Questions people ask
Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.
Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.
Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.
Keeping it safe and up to date
Payroll records are personal data and tax records at once, so keep the file somewhere only the people who need it can open, and keep each month's copy for at least five years. Statutory rates such as NSSF limits and the Housing Levy change, so check the Rates sheet against the official source before you rely on a figure.
Read how to run payroll for a small business for the wider picture. Free calculators that go with it: Terminal dues tax calculator. See more payroll templates or ask us for a custom one.
The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.
Related guides, calculators and templates
- Free calculator: Terminal Dues Tax Calculator
- Guide: What you are owed when you resign: a final dues checklist for Kenya
- Guide: What to do when you change jobs: final pay, tax records and benefits
- Guide: Probation, employment contracts and notice periods in Kenya
- Another template: Employee exit clearance and final dues tracker
- Another template: Gratuity and service pay calculator
- Another template: Leave encashment calculator
Need something different? Request a custom template, browse all guides or see every Excel template.
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