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Leave tools and templates

Last updated on July 21, 2025

Leave scheduling tools

The leave scheduling tool(s) assist in tracking requests for future time off and forecasting the cost of unscheduled current year leave plans. This tool enables planning and forecasting of associated costs that impact leave liability. This includes scheduled and unscheduled current year leave plans such as vacation, earned time off (ETO) and banked overtime such as compensatory time off (CTO), fire compensatory time off (FS CTO) and overtime shift and standby (OSS).

The leave scheduling tool(s) are an Excel-based resource designed to support the effective tracking and management of employee leave within the current calendar year. It enables program areas to proactively plan for future time off requests and estimate the financial impact of both scheduled and unscheduled leave, thereby assisting with accurate forecasting of leave liability.

The yearly and monthly scheduling tool offers the following features to assist with best practices:

  • Tracks future-dated leave requests and forecasts associated costs.
  • Calculates the financial impact of unscheduled leave plans within the current year.
  • Supports leave types that contribute to year-end liability: Vacation, ETO, CTO, FS CTO, and OSS.
  • Most effective for full-time or part-time employees on a standard 5-2 (Monday to Friday) work schedule.
  • Designed to track current-year vacation or leave plans that affect leave liability as of December 31.
  • Requires up-to-date salary information to ensure accurate valuation of leave.
  • Update salary details as they change to maintain accuracy in forecasting.
  • Adjust banked leave balances (Vacation, ETO, CTO, FS CTO, OSS) as employees accrue additional credits or change employment status (e.g. part-time to full-time).

By maintaining the tool regularly, program areas can enhance their workforce planning and financial forecasting related to employee leave.

Trending templates

The trending templates allow ministries and agencies to compare leave data over fiscal years to identify trends and patterns and to help predict costs in the future. The tools listed below will automatically download:

  • 2025 leave rollover trending: Provides a fiscal year report of ministry expense for the balance of earned and unused leave at December 31
  • Ministry leave expense (average cost per employee): Provides a fiscal year report of ministries’ current year leave expenses