Calculator inputs
Example data table
| Employee | Join date | Annual days | FTE % | Carry forward | Used days | Pending days | Accrual method |
|---|---|---|---|---|---|---|---|
| Ayesha Khan | 2024-10-01 | 24 | 100 | 4 | 6 | 2 | Monthly |
| Bilal Ahmed | 2025-04-15 | 18 | 80 | 2 | 3.5 | 1 | Daily |
| Sana Malik | 2023-07-10 | 30 | 100 | 5 | 11 | 0 | Upfront |
Formula used
Adjusted Annual = Annual Entitlement × (FTE % ÷ 100)
Service Bonus = Floor(Service Years ÷ Bonus Threshold Years) × Bonus Days
Prorated Entitlement = (Adjusted Annual + Service Bonus) × (Active Policy Days ÷ Policy Year Days)
Monthly method uses month-equivalent weighting. Daily method uses elapsed active days. Upfront method grants the prorated amount once the active period starts.
Chargeable Used = Used Leave − Excluded Public Holidays − Excluded Weekends
Current Balance = Allowed Carry Forward + Accessible Accrued + Manual Adjustment − Chargeable Used − Pending Leave
How to use this calculator
- Enter the employee name, ID, join date, and calculation date.
- Set the annual entitlement, FTE percentage, and policy year start month.
- Select whether accrual is monthly, daily, or granted upfront.
- Add probation rules, service bonus rules, and carry-forward settings.
- Enter used leave, pending leave, holiday days, and weekend days.
- Click Calculate leave entitlement to display results above the form.
- Review the summary table, graph, and monthly breakdown.
- Use the CSV or PDF buttons to export the result.
Frequently asked questions
1. What does this calculator estimate?
It estimates accrued leave, available balance, carry forward, and projected year-end balance using policy-year rules, service time, probation settings, and leave usage inputs.
2. Can it handle part-time employees?
Yes. Enter the employee’s FTE percentage. The calculator proportionally reduces the annual entitlement before applying bonuses, proration, and leave deductions.
3. What is the difference between monthly and daily accrual?
Monthly accrual spreads entitlement across active calendar months. Daily accrual spreads it across active days in the policy year. Upfront grants the full prorated amount once employment becomes active.
4. How does probation affect balance?
If probation restriction is enabled, accrued leave may remain inaccessible until probation ends. The calculator still tracks earned leave but limits accessible accrued balance during that period.
5. What happens when carry forward exceeds the cap?
Only the allowed amount up to the carry-forward cap is included in the opening balance. Any excess is shown separately as carry forward lost to cap.
6. Should holidays and weekends be entered?
Enter them when the leave period includes days that should not reduce chargeable leave. You can decide whether those days are excluded from used leave through the policy options.
7. What does projected year-end balance mean?
It estimates the balance at the policy-year end if no additional leave is taken beyond the leave already entered, using the selected accrual method and current settings.
8. Can HR teams use this for policy checks?
Yes. It is useful for quick planning, policy testing, and employee queries. Final payroll or HRIS values should still follow your official policy documents and approvals.