Calculator Inputs
Tip: Enter policy values in days. The calculator also converts the closing balance into hours using hours per day.
Example Data Table
Use this sample data to test the calculator and compare balances across different employee benefit settings.
| Employee | Annual Entitlement | FTE % | Carryover | Leave Taken | Net Accrued | Closing Balance |
|---|---|---|---|---|---|---|
| Ava Khan | 24.00 | 100 | 3.00 | 4.00 | 10.50 | 11.50 |
| Rayan Ali | 18.00 | 80 | 1.50 | 2.00 | 6.85 | 6.35 |
| Sara Malik | 30.00 | 100 | 5.00 | 7.00 | 14.20 | 12.20 |
Formula Used
The calculator estimates accrued leave with a prorated annual method and then adjusts the result for waiting periods, unpaid leave, caps, and leave usage.
Core formulas
- Adjusted annual entitlement = Annual entitlement × (FTE % ÷ 100)
- Gross accrued leave = Adjusted annual entitlement × Accrual factor
- Unpaid leave adjustment = Adjusted annual entitlement × (Unpaid leave days ÷ 365.25)
- Net accrued leave = Gross accrued leave − Unpaid leave adjustment
- Total available before cap = Opening balance + Carryover + Net accrued leave
- Available after cap = Lesser of total available before cap or leave cap
- Closing balance = Available after cap − Leave taken
- Closing balance hours = Closing balance × Hours per day
- Leave liability value = Max(Closing balance hours, 0) × Hourly pay rate
Accrual factor by method
- Daily = Eligible service days ÷ 365.25
- Weekly = (Eligible service days ÷ 7) ÷ 52
- Biweekly = (Eligible service days ÷ 14) ÷ 26
- Semi-monthly = (Eligible service days ÷ 15.21875) ÷ 24
- Monthly = (Eligible service days ÷ 30.4375) ÷ 12
This model is useful for planning and internal tracking. Actual payroll rules, collective agreements, and regional policies may vary.
How to Use This Calculator
- Enter the annual leave entitlement in days for the selected employee benefit policy.
- Set the FTE percentage for full-time, part-time, or extended schedules.
- Add workdays per week and hours per day for hour conversion.
- Choose the employment date and the date you want to measure accrual through.
- Select the accrual method that matches your internal policy.
- Enter waiting period days when accrual starts after a probation rule.
- Add opening balance, carryover, leave taken, unpaid leave days, and any balance cap.
- Optionally enter an hourly pay rate to estimate leave liability value.
- Press the calculate button to display the result above the form.
- Use the CSV or PDF buttons to download the result for reporting.
Frequently Asked Questions
1. What does accrued leave mean?
Accrued leave is paid time off earned over time under a company policy. It usually builds with service time and can be affected by part-time status, waiting periods, unpaid absences, and policy caps.
2. Why is FTE included in the calculation?
FTE scales annual entitlement for part-time or alternative schedules. A worker at 50% FTE generally earns half the leave of a full-time worker when the policy uses proportional accrual.
3. How does the waiting period affect accrual?
The waiting period delays the accrual start date. If a policy starts leave after probation, the calculator begins earning only after the waiting period is completed.
4. Why does unpaid leave reduce the result?
Many policies reduce accrual during unpaid absences because the employee is not in a paid earning period. This calculator applies a prorated adjustment based on unpaid leave days entered.
5. What is a leave cap?
A leave cap is the maximum balance an employee can hold under policy rules. When a cap is entered, the calculator limits available leave before subtracting leave already used.
6. Can I track balances in hours instead of days?
Yes. The calculator keeps policy entry in days, then converts the closing balance into hours using hours per day. This helps payroll teams align leave with timesheet systems.
7. What does liability value show?
Liability value estimates the monetary cost of unused leave. It multiplies positive closing balance hours by the hourly pay rate, which is useful for budgeting and employee benefits forecasting.
8. Is this calculator suitable for payroll compliance?
It supports planning, forecasting, and internal reporting well. For payroll compliance, compare results with your employment contracts, regional leave laws, union agreements, and payroll platform rules.