HR calculator

Leave/Holiday Entitlement Calculator

Estimate annual leave balances based on policy allowance, months worked, and leave already taken. This helps HR and line managers check pro-rated entitlement quickly.

Published under the HR Hub Editorial Team institutional byline and maintained by Michael Walmer, the site operator. No independent professional review is claimed unless a named reviewer is shown.

Entitlement Formula

Remaining Leave = (Annual Entitlement × Months Worked / 12) - Leave Taken

Inputs used in this calculator

  • Annual Entitlement: Full-year leave allowance in days.
  • Months Worked: Months worked in the current leave year.
  • Leave Taken: Leave already used in days.

How to use the result

  • Enter the full-year leave allowance.
  • Enter how many months the employee has worked in the leave year.
  • Enter the amount of leave already taken.
  • Review accrued entitlement and remaining leave.

Method, scope, and sources

The compact view uses an entered annual policy amount × completed eligible months ÷ 12, then subtracts leave taken. The advanced regular-schedule scenario multiplies the annual amount by entered working days ÷ full-time baseline and by eligible months ÷ 12, then adds the lesser of entered opening carryover and the entered scenario cap before subtracting leave taken.

All presets are illustrative employer-policy scenarios, not statutory regional entitlements. The model does not determine worker eligibility, irregular-hours or part-year methods, exact dates, public-holiday treatment, protected carryover, expiry, bucket order, accrual frequency, rounding, advance leave, or an official HRIS/payroll balance. Confirm the governing policy and system of record.

Method status: Partially supported.

Worked example

Hypothetical advanced policy scenario: an entered 24-day annual amount, a 4-day regular week against a 5-day baseline, and 9 eligible months produce 14.4 calculated days. Two entered carryover days within the selected cap produce 16.4 before usage; after 6 days taken, the calculated balance pending policy and system review is 10.4 days.

Sources

  • GOV.UK — Calculate leave entitlement: Supports one-twelfth monthly accrual for regular-hours workers in the first year and identifies leave-year, start-date, irregular-hours/part-year, and carryover qualifications.
  • GOV.UK — Holiday entitlement: Supplies UK statutory context for 5.6 weeks, part-time treatment, the 28-day cap, bank-holiday treatment, and additional contractual leave.
  • U.S. Department of Labor — Vacation Leave: Supports the non-universality warning: the FLSA does not require paid vacation or holiday leave and benefits are generally a matter of agreement.

Questions about this calculation

Should public holidays be included?

Treatment depends on applicable law, contract, and policy. The annual allowance entered here must already reflect the organization’s chosen public-holiday treatment.

Can this be used for part-time employees?

Only after the annual allowance has been determined for that worker under applicable law and policy. This calculator does not perform work-pattern adjustments.

Read the companion guide

Leave Entitlement Calculator Guide: How to Explain Paid Leave Balances with Confidence

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