Free PTO Policy Template
Use this ready-to-edit template to set expectations, outline accruals, and simplify time-off management, all in just a few clicks.
How It Works: Create Your PTO Policy Template in Minutes
Creating a downloadable PTO Policy is simple and fast:
1
Enter Policy Details
Fill in your organization name, eligible employee types, accrual rules, blackout dates, and any state-specific considerations using the quick input fields.
2
Instant Policy Preview
Watch your policy update in real time, covering accrual schedules, rollover limits, notice requirements, approval steps, and manager responsibilities.
3
Download and Customize
Happy with your draft? Download it or tweak it further before sharing with your team.
What Is a Paid Time Off Policy?
A PTO (Paid Time Off) policy outlines how employees can accrue and use paid time off—including vacation, sick days, and personal leave. It ensures fair, consistent leave practices across your organization and helps HR teams manage time-off requests while staying compliant with local and federal regulations.
Eligibility and Coverage
Clarifies who qualifies for PTO, including full-time, part-time, contractors, and interns, along with any waiting periods.
Accrual Method
Details how PTO is earned, such as monthly, per pay period, or on an anniversary basis, and whether it’s prorated.
Accrual Caps and Rollover Rules
Outlines the maximum PTO employees can earn and whether unused days carry over or expire.
Approval Process
Explains how to request time off and how managers are expected to review and approve it.
Unused PTO on Exit
States whether unused PTO is paid out or forfeited when an employee leaves the company.
State Law Compliance
Highlights any state-specific requirements, especially for places like California and New York.
Coordination with Other Leave Types
Clarifies how PTO aligns with FMLA, sick leave, and other time-off policies.
Why HR Teams Need a PTO Policy Template
A professionally crafted PTO policy template is essential for:
Reduces Admin Overload
Clear guidelines reduce back-and-forth emails, confusion over accruals, and disputes over denied time off.
Ensures Legal Compliance
Helps meet federal requirements (like FLSA), plus state-level mandates for paid sick leave, vacation accruals, and payout laws.
Promotes Consitency and Fairness
Promotes equity by applying the same rules across departments and employee types, minimizing bias and inconsistency.
Saves Time
Skip the blank page. Just fill out your inputs and get a ready-to-share policy that covers all bases.
PTO Questions Don’t Stop—Neither Does Winslow
Winslow is always on, providing clear, policy-based answers to employee questions about PTO, accruals, and time-off 24/7, right inside Slack, Teams, or email.
HR Teams Use Winslow to Roll Out PTO Policies Across Job Roles
HR managers rely on our pto policy template for creating pto policy for diverse positions, including:
HR Admins
Department Manager
Don’t see your position? Don’t worry – our templates are customizable for any role.
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Frequently asked questions
Have further questions about Winslow, contact us at sales@usewinslow.com
Can I customize the template to reflect our PTO accrual rules?
Yes! You can edit accrual rates, rollover policies, eligibility, and more, just download the template and update the .docx file.
Does this template include sick leave and personal days?
Yes. The template covers general PTO but can be customized to include separate sections for sick leave, vacation, or personal time if needed.
What about part-time employees or contractors?
The policy includes a section for eligibility, where you can define rules for full-time, part-time, temporary, and freelance workers.
How often should we review or update our PTO policy?
Review your PTO policy at least once a year or after major legal updates, organizational changes, or employee feedback.
How does Winslow help with PTO-related questions?
Winslow gives employees 24/7 access to your latest PTO policy and instantly answers questions about accrual, usage, and procedures in Slack, Teams, or email.
Stop Answering the Same PTO Questions. Let Winslow Handle It!
Winslow answers repetitive PTO questions instantly and accurately, freeing your HR team to focus on what matters.