Pro Rata Holiday Pay Calculator
Understanding Pro Rata Holiday Pay
Pro rata holiday pay ensures that part-time employees receive a fair amount of paid leave relative to their full-time colleagues. If you work fewer hours than a standard full-time week, your holiday entitlement is calculated proportionally based on the hours you work.
How is Pro Rata Holiday Calculated?
The standard formula used by most HR departments and strictly followed by this calculator is based on the "Full-Time Equivalent" (FTE) ratio. The formula is:
(Your Hours / Full-Time Hours) × Full-Time Holiday Entitlement = Your Entitlement
For example, if a full-time employee works 40 hours a week and gets 28 days of holiday, and you work 20 hours a week:
- Ratio: 20 / 40 = 0.5 (50%)
- Calculation: 0.5 × 28 days = 14 days
Statutory Minimums
In many jurisdictions, including the UK, there is a statutory minimum holiday entitlement. For example, in the UK, almost all workers are legally entitled to 5.6 weeks' paid holiday a year (known as statutory leave entitlement or annual leave). This equates to 28 days for someone working a 5-day week.
Part-time workers are entitled to the same 5.6 weeks, but this amounts to fewer actual days off because their working week is shorter. This prevents part-time workers from receiving more holiday time proportionally than full-time staff.
Why Calculate in Hours?
While holiday is often booked in days, calculating in hours is sometimes more accurate for employees who work irregular shift patterns or different numbers of hours on different days. Our calculator provides an estimate of your total holiday hours based on your pro rata entitlement.
Bank Holidays
Bank holidays or public holidays are usually included within the statutory entitlement. However, this depends on your specific employment contract. If your place of work is closed on bank holidays and you would normally work that day, you may be required to take it as part of your leave.
Rounding Up
If your calculation results in a fraction of a day (e.g., 14.3 days), employers are not allowed to round this down. It must be kept as a fraction or rounded up, depending on company policy, but never down.