Pro Rata Annual Leave Calculator
Determine holiday entitlement for part-time workers or partial employment periods.
The total days a full-time employee gets per year (including public holidays).
Usually 5 days or 37.5/40 hours.
Must match the unit used above (Days or Hours).
Enter 12 for a full year, or fewer if starting/leaving mid-year.
Your Pro Rata Entitlement
0 Days
How to Calculate Pro Rata Annual Leave
Calculating "pro rata" (proportional) annual leave is essential for ensuring part-time employees or those working partial years receive fair holiday entitlement. This calculation is based on the principle that a worker should receive leave in direct proportion to the time they work compared to a full-time equivalent.
The Pro Rata Formula
The standard formula used to calculate part-time holiday entitlement is:
(Hours or Days Worked ÷ Full-Time Hours or Days) × Full-Time Annual Leave Entitlement
If the employee works for less than a full year (for example, they started a job in July), you must further multiply the result by the portion of the year they were employed:
Annual Pro Rata Entitlement × (Months Employed ÷ 12)
Understanding the Inputs
- Full-Time Annual Entitlement: This is the total holiday allowance a full-time staff member receives. In many regions (like the UK), the statutory minimum is 28 days (including bank holidays).
- Standard Full-Time Work Week: This represents the baseline. Typically, this is 5 days a week, or roughly 37.5 to 40 hours depending on the contract.
- Employee's Work Week: The actual time the specific employee works. It is crucial to use the same unit (days or hours) as the standard work week for the math to work correctly.
Example Calculation
Let's say a full-time employee works 5 days a week and gets 28 days of leave. You employ a part-time worker who works 3 days a week.
- Calculate the ratio: 3 (part-time days) ÷ 5 (full-time days) = 0.6
- Apply to entitlement: 0.6 × 28 days = 16.8 days
If this employee only worked for 6 months of the year:
- Apply time factor: 16.8 × (6 ÷ 12) = 8.4 days
Note: Employers often round up partial days to the nearest half-day or full day to simplify administration, though statutory requirements vary by jurisdiction.