Calculator
Fill in your policy values, then press Calculate.
Example data
| Scenario | Unit | Rate | Opening | Used | Cap | Carry limit | Typical outcome |
|---|---|---|---|---|---|---|---|
| Standard monthly accrual | Month | 1.75 | 2.00 | 3.00 | 30 | 15 | Balanced, easy carryover control |
| Annual entitlement prorated | Year | 21.00 | 0.00 | 5.00 | 25 | 10 | Good for fixed yearly policies |
| Hourly accrual policy | Hour | 0.00625 | 1.00 | 2.00 | 20 | 10 | Matches variable shift workloads |
Example: If policy is 1 day per 160 hours, set rate to 0.00625.
Formula used
- Policy year: Determine start and end dates from the chosen month and day.
- Accrual window: max(hire date, policy year start, probation end) to as-of date.
- Monthly proration: For each month, earned = rate × (eligible days ÷ days in month).
- Yearly proration: earned = rate × (eligible days ÷ days in policy year).
- Hourly accrual: earned = rate × hours worked (rate is days per hour).
- Cap enforcement: gross = min(opening + earned, max balance).
- Balance: remaining = gross − taken − encashed (optionally prevents negative).
- Carry forward: carry = min(projected year-end, carry limit).
How to use this calculator
- Enter hire date and the as-of date for reporting.
- Set your policy year start to match HR rules.
- Choose accrual unit and enter the accrual rate.
- Add opening balance, leave taken, and any encashment.
- Apply caps, carry limits, and your rounding preference.
- Press Calculate to view balances and projections.
- Download CSV or PDF for records and approvals.
FAQs
1) What is earned leave?
Earned leave is time off accumulated through service, often monthly, yearly, or per hours worked. It can be used later, encashed, or carried forward under policy limits.
2) Does this calculator handle mid-year hires?
Yes. It prorates accrual from the later of hire date, policy year start, and probation end date. This keeps earned totals aligned with your selected policy year.
3) How does monthly proration work?
For each month in the accrual window, it multiplies the monthly rate by eligible days divided by total days in that month. Partial months are automatically prorated.
4) How do I set hourly accrual correctly?
Use “Accrual rate” as days per hour. Example: 1 day per 160 hours equals 1÷160 = 0.00625. Then enter hours worked to date for accurate earned leave.
5) What does “Max balance cap” do?
It limits the balance after accrual and opening balance are combined. Any amount above the cap is shown as forfeited due to the cap before usage is applied.
6) What is the carry forward limit?
It restricts how many days can move into the next policy year. If projected year-end balance exceeds the limit, the difference is treated as forfeited for carryover.
7) Why do I see “shortage prevented”?
If negative balances are not allowed, any remaining balance that would drop below zero is set to zero. The prevented amount is shown as a shortage indicator.
8) Can I share results with payroll?
Yes. After calculating, download CSV for spreadsheets or PDF for a quick report. These exports use your latest calculated values stored during the session.