Free leave & super tracker (Excel)
Track employee leave balances and superannuation contributions in one simple spreadsheet. Built for Australian small teams who need a clear record alongside their payroll software.
Leave & super tracker
Excel format (.xlsx) • Ready to download
No signup required. Works with Excel and Google Sheets.
This leave and super tracker is a general record-keeping template only. It is not financial, tax or legal advice and does not replace award interpretation or payroll software. Your payroll system should remain the authoritative source for leave balances and super — verify your obligations with Fair Work and the ATO. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
What's in this template
A simple leave and super tracking worksheet
Employee name
One row per staff member so every balance and contribution stays tied to the right person.
Leave type
Annual, personal/carer’s, long service or unpaid — track each leave type separately.
Leave taken
Record the days or hours used in the period so balances reflect real time off.
Leave balance
A simple running balance column (opening balance minus leave taken) for quick reference.
Super contribution
Log the super guarantee amount paid each period against each employee.
Period & notes
Tag the month or quarter tracked and capture any exceptions or comments.
Example tracking
Track annual leave and superannuation side by side, updating each balance as leave is taken and contributions are paid.
| Employee | Leave type | Taken | Balance | Super (Jan) | Notes |
|---|---|---|---|---|---|
| Sarah Jones | Annual | 5 days | 15 days | $520 | - |
| James Smith | Personal | 2 days | 8 days | $480 | - |
| Emma Wilson | Annual | 1 day | 9 days | $390 | Part-time |
How to track employee leave balances in Excel
Four steps to a working tracker
1. Set your leave policy
Confirm leave types, accrual rates and carry-over rules under the National Employment Standards before you record anything, so balances start from the right figure.
2. Enter opening balances
Add each employee in their own row and type their current annual, personal and long service leave balances pulled from your payroll system.
3. Use a balance formula
Keep the maths simple with =Total_Allowed - Taken so each closing balance updates automatically as you record leave taken in the period.
4. Record super each pay
Log the super guarantee paid against ordinary time earnings every period, then reconcile the total against your payroll software and fund payments.
Prefer to skip the setup? The free template above already has the columns and balance formula in place. For the accrual maths behind your opening balances, read our guide to calculating leave entitlements.
Who uses this template
For small teams tracking leave and super manually
Hospitality
Keep tabs on permanent staff leave and super across a busy roster.
Retail
Monitor leave balances and contributions for a small store team.
Small employers
A lightweight record for owner-operators with a handful of staff.
Getting ready for the 2026 change to super timing? Work through our payday super employer checklist and read up on payday super.
When manual tracking stops keeping up
A spreadsheet works for a handful of staff. But once you're juggling accruals, leave requests and super across a growing team, manual tracking gets risky fast. RosterElf automates leave balances and feeds approved hours and pay straight into payroll, so your records stay accurate without the copy-paste.
Payroll & leave guides
Get leave and super right with these resources
How to calculate leave entitlements
Work out annual and personal leave accruals correctly under the National Employment Standards.
Read the guidePayday super calculator
Estimate the super guarantee owed each pay and check your payday super timing.
Use the calculatorPayday super employer checklist
Step through what employers need to change before payday super starts in 2026.
Read the checklistRelated templates
Explore more free award and payroll templates
Leave & super tracker FAQ
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Give each employee a row, add columns for leave type, opening balance, leave taken and closing balance, then use a formula like =Total_Allowed - Taken so balances update as you record time off. Confirm accrual rates first — see how to calculate leave entitlements under the National Employment Standards, and check what counts as annual leave before you set opening figures.
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Record each employee’s opening balance, the leave accrued during the period, any leave taken, and the resulting closing balance each pay period or month. Keeping a single running tally per person is the simplest way to track balances for a small team — the four-step section above walks through the Excel setup.
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Multiply each employee’s ordinary time earnings by the super guarantee rate (12% from 1 July 2025) — for example =OTE*0.12 — then log the contribution amount and the date it was paid to the fund. For background on what employers must pay, see superannuation.
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Add a row per employee and columns for the pay period, ordinary time earnings, the super rate, the calculated contribution and the payment date. Total the contributions per period so you can reconcile them against your payroll software and fund statements. The payday super calculator can help you sanity-check the figures.
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From 1 July 2026, employers must pay super so it reaches the employee’s fund within a few days of each payday, rather than quarterly. Learn more about payday super and work through our payday super employer checklist to prepare your payroll process.
Before you download
General information only — not legal advice
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.