Pro Rata Calculator Annual Leave

Pro Rata Annual Leave Calculator

Accurately determine your part-time holiday entitlement based on a full-time equivalent.

Total leave a full-time employee gets per year (including bank holidays if applicable).

The number of hours a full-time staff member works at your company.

The specific hours you are contracted to work per week.

Your Entitlement:

---

Understanding Pro Rata Annual Leave

Pro rata is a Latin term meaning "in proportion." In the workplace, pro rata annual leave refers to the holiday entitlement that a part-time employee receives in proportion to the holiday given to a full-time employee.

Legally, part-time workers should not be treated less favorably than full-time workers. This means if a full-time employee receives a certain number of days off, a part-time worker is entitled to the same proportion of that time relative to the hours they work.

The Pro Rata Leave Formula

The standard way to calculate pro rata leave is by looking at the ratio of part-time hours to full-time hours. The formula is as follows:

(Part-Time Weekly Hours / Full-Time Weekly Hours) x Full-Time Annual Leave Entitlement = Pro Rata Leave

Example Calculation

Let's look at a realistic scenario:

• Full-time employee: Works 40 hours per week and gets 28 days of leave.
• Part-time employee: Works 20 hours per week.

Using the formula: (20 / 40) x 28 = 14 days of annual leave.

Why Calculate in Hours?

Many HR departments prefer to calculate pro rata leave in hours rather than days, especially for employees who work irregular patterns (e.g., 4 hours on Monday and 8 hours on Tuesday). Calculating in hours ensures that the employee is charged the exact amount of time they would have worked when they take a day off.

Bank Holidays and Pro Rata

In many regions, statutory leave includes bank holidays. If a part-time worker's entitlement is calculated pro rata, it should include a pro-rated share of bank holidays as well. This prevents unfairness where a part-time worker might miss out on holiday days simply because their scheduled work days don't fall on a Monday.

function calculateProRataLeave() { var fullTimeLeave = parseFloat(document.getElementById('fullTimeLeave').value); var fullTimeHours = parseFloat(document.getElementById('fullTimeHours').value); var actualHours = parseFloat(document.getElementById('actualHours').value); var resultArea = document.getElementById('resultArea'); var leaveOutput = document.getElementById('leaveOutput'); var leaveExplanation = document.getElementById('leaveExplanation'); if (isNaN(fullTimeLeave) || isNaN(fullTimeHours) || isNaN(actualHours)) { alert("Please fill in all fields with valid numbers."); return; } if (fullTimeHours fullTimeHours) { alert("Your weekly hours cannot exceed standard full-time hours for this calculation."); } // Calculation: (Actual Hours / FT Hours) * FT Leave var calculation = (actualHours / fullTimeHours) * fullTimeLeave; var finalResult = Math.round(calculation * 100) / 100; leaveOutput.innerHTML = finalResult + " Units"; leaveExplanation.innerHTML = "Based on a full-time entitlement of " + fullTimeLeave + " units, working " + actualHours + " hours out of a standard " + fullTimeHours + " hour week entitles you to " + finalResult + " units per year."; resultArea.style.display = "block"; resultArea.scrollIntoView({ behavior: 'smooth', block: 'nearest' }); }