Time & ExpensesFree Template2026

PTO Request Form (Free Template)

Free PTO request form template for employees to submit vacation, personal, and sick leave requests. Includes manager approval workflow.

Automate with PAYHROLL
TL;DR — Quick Answer

A PTO request form is the standard process for employees to request paid time off for vacation, sick leave, or personal days. A clear request workflow ensures adequate staffing, accurate accrual tracking, and compliance with state paid leave laws.

  • Average US employee receives 10-15 PTO days per year
  • Many states mandate paid sick leave
  • PTO payout at termination required in several states
11 days
Average PTO (Year 1)
Private industry
15 days
Average PTO (Year 5)
Private industry
24 states
Paid Sick Leave Laws
Including DC

Types of PTO

Leave TypeDescriptionTypical Allotment
VacationPlanned time away from work10-15 days/year
Sick LeaveIllness or medical appointments5-10 days/year (or per state law)
Personal DaysPersonal matters, errands2-3 days/year
Combined PTOSingle bank for all leave types15-20 days/year
Floating HolidaysEmployee-chosen holidays1-2 days/year
BereavementDeath of a family member3-5 days per occurrence

Request and Approval Workflow

1

Employee Submits Request

The employee completes the PTO request form with the type of leave, dates requested, total hours/days, and any notes. Advance notice requirements vary (typically 2 weeks for vacation, same day for sick leave).
2

Manager Reviews

The manager checks the team calendar for conflicts, verifies the employee has sufficient accrued balance, and considers business needs before approving or denying.
3

HR/Payroll Updates Records

Approved PTO is recorded in the payroll system to ensure accurate pay and balance tracking. The time appears on the employee's timesheet and pay stub.
4

Employee Is Notified

The employee receives confirmation of the approved (or denied) request with the updated remaining PTO balance.

Accrual Tracking

There are several common methods for allocating PTO:

MethodHow It WorksBest For
Annual lump sumFull PTO balance available on Jan 1 or anniversarySimple administration
Per-pay-period accrualEarn a set number of hours each pay periodNew employees, cash flow
Monthly accrualEarn a set number of days each monthCommon in salaried environments
Unlimited PTONo set balance; approved at manager discretionTech companies, startups
Use-It-or-Lose-It Policies

Some states (like California and Colorado) prohibit “use-it-or-lose-it” policies and require employers to allow rollover or cash out accrued PTO. Check your state's laws before setting a forfeiture policy.

State Requirements

While there is no federal law requiring PTO, many states and cities mandate paid sick leave:

California
40 hrs/year or 24 hrs accrual
New York
40-56 hrs based on employer size
Washington
1 hr per 40 hrs worked
Arizona
24-40 hrs based on employer size
Colorado
48 hrs/year
New Jersey
40 hrs/year
Employee Timesheet Template
Track regular hours and PTO together

Frequently Asked Questions

It depends on the state. States like California, Colorado, Illinois, and Massachusetts require employers to pay out accrued, unused PTO upon termination. Other states follow the employer's written policy. Check your state's laws and have a clear written PTO policy.
Traditional policies separate vacation, sick leave, and personal days into separate banks. A PTO policy combines all leave types into a single bank that employees can use for any purpose.
Generally, yes, based on business needs or staffing. However, certain types of leave (FMLA, jury duty, military leave) cannot be denied, and denial policies must be applied consistently.
The average for private industry is 10-15 days per year for new employees, increasing with tenure. BLS reports 11 days at 1 year, 15 days at 5 years, and 20 days at 20 years of service.

PAYHROLL handles this automatically

Stop filling out forms manually. PAYHROLL generates all your payroll forms, calculates taxes, and files automatically.

View PricingSee Features

Related Forms

Time & ExpensesTemplate

Timesheet

Free weekly and biweekly timesheet templates for tracking employee hours, overtime, and breaks. Printable PDF format.

Time & ExpensesTemplate

Expense Report

Free expense reimbursement form template for employees to submit business expenses with receipt tracking and manager approval.

Tax FormsGuide

Form W-4

Complete guide to the W-4 form — how employees claim withholding allowances, when to update it, and how employers process it for federal income tax withholding.