Leave request and approval log

What the leave request and approval log does

Leave disputes start with missing records. List each request with the employee, the type of leave and the dates, and the log counts the days, shows the status and totals the days approved, so you always know who is away, who is waiting for an answer and how much leave has been taken.

Who it is for

Small employers, HR officers and managers who approve leave, and anyone who needs a simple record of requests and decisions.

How to use the workbook

1. Add a row for each leave request.
2. Type the first and last day of leave; the days are counted for you.
3. Record who decided and set the status.
4. Check the totals at the top before you update leave balances.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Request, dates and number of days
• Leave type from a list
• Pending, approved or declined status
• Days approved and requests pending at the top
• Summary of days by status with a chart

The workbook has these sheets: Instructions, Requests, By status. The main table has the columns Employee; Leave type; From; To; Days; Approved by; Status; Decided on. 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

• Decide each request within a few days and record it.
• Keep medical certificates with the sick leave rows.
• Check the dates against busy periods before you approve.
• Copy the log into your leave balance sheet each month.

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. 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

• Guide: How to run payroll for a small business in Kenya
• Guide: How PAYE is calculated in Kenya, step by step
• Guide: NSSF contributions explained: tiers, limits and what you pay
• Another template: Annual PAYE and payroll summary
• Another template: Annual leave balance calculator
• Another template: Annual leave planner and register

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