Manage Leave Encashment Data and Auto Fill Outer LTC with Google Sheets

Leave Encashment under LTC

Leave Encashment under Leave Travel Concession (LTC) allows government employees to encash up to 10 days of earned leave while availing LTC. This provides financial benefits without reducing salary. Employees can encash a maximum of 60 days during their service.

In this post, we’ll explore how to efficiently manage Leave Encashment data for employees using Google Sheets, ensuring accuracy and automation. Here we also explores how to efficiently manage Leave Encashment data using Google Sheets for accuracy and automation. It includes a simple technique to auto-fill the outer for bill preparation—just enter the Employee ID, and the sheet calculates the payable amount automatically.

Leave Encashment Spreadsheet – Practice Workbook
Click here to open the Google Sheet. Make a copy to start editing and practicing on your own.

Some techniques are best learned through practice rather than brief explanations. That’s why we’ve provided a practice workbook—click the link above to explore and experience a dynamic, effortless way to simplify your office work. It’s truly amazing!

The PDF above (in A4 size) was created in Google Sheets using formulas, formatting, and automation techniques. You can learn these skills to streamline your daily office tasks and improve efficiency. Start exploring now by open the worksheet.

Step 1: Set Up a Google Sheet

• Open Google Sheets and create a new sheet.
• Name it Leave Encashment Data or any preferred title.
• If you already have employee data, paste it into a separate sheet named Empdata.

Step 2: Organizing Your Sheets

Your spreadsheet should include multiple sheets for structured data management. For example:

• “Master LTC”
• “Outer LTC”
• “LTC”
• “LTCdata-A”
• “Empdata”
• “DA”

Step 3: Maintaining Leave Encashment Records

The “LTCdata-A” sheet is specifically for tracking employees who avail Leave Encashment for 10 days within their block year.

By using built-in Google Sheets functions, you can automate calculations, reduce errors, and efficiently manage records with ease.

Auto-Fill Employee Data Using a Dropdown List

In the “Outer” sheet, selecting an Employee ID from the dropdown list will trigger automatic calculations, dynamically filling the relevant fields. This ensures accuracy and reduces manual effort.

In Google Sheets, the Named Range dropdown appears before the formula bar and allows you to quickly select and navigate to named ranges.

How to Use the Named Range Dropdown in Google Sheets:

Create a Named Range:

• Select a data range (e.g., A2:D100).
• Click Data > Named ranges.
• Enter a name (e.g., EmployeeData) and click Done.

Access the Named Range Dropdown:

• Look before the formula bar, on the left side (next to the cell reference box).
• Click the dropdown arrow to see all named ranges.
• Select a named range, and Google Sheets will automatically navigate to that range.

This feature helps in quick access and better organization when working with large datasets!

How to Print or Save as PDF in Google Sheets

• Click on “Print” in the Quick Access Toolbar (or press Ctrl + P).
• In the Print Setup, choose “Selected Cells” if you only want to print a specific range.
• Click “Next” to open the Print settings.
• Adjust page layout, scaling, margins, and other print options as needed.
• Click “Print” to send it to a printer or select “Save as PDF” to download a digital copy.

For manual practice, download or print the PDF below.

If you have any questions, need assistance, or encounter challenges, feel free to share your concerns in the comments. The CountLen team is dedicated to providing quick and effective solutions. If you notice any inaccuracies or misleading information, please provide feedback—we’re here to support you!