Pro-Rata Annual Leave Calculator

Calculate your holiday allowances if you are a working student, intern, or part-time employee

Automate with Papershift Software

Automate annual leave entitlement, vacation approval & absence management with Papershift




Sign up for a free demo and save manual work with pro-rata holiday entitlement calculation.

Pro-Rata Annual Leave Calculator from Papershift

Simplify your pro rata annual leave calculation with Papershift’s absence management app

  • Request leave from the mobile app

    Employees can request leave, see approved leave and view their annual leave balance from the mobile app.

  • Absences calendar of teams

    View a calendar of all absences, with custom user rights.

  • Combine with scheduling and clock in

    Automate your processes, such as calculating accrued annual leave or reporting overtime.

  • Track Time from your Smartphone

    Allow your workers to clock in on the go. Provide flexibility for employees to clock time from anywhere anytime.

request leave from Papershift employee app
clock and timesheet calculator from a smartphone

Your frequently asked questions on Pro-rata annual leave calculator

What Does Pro-Rata Actually Mean?

The term “pro-rata” comes from the Latin word for ‘proportional’. It’s about distributing something evenly, depending on how much effort a person puts in. So, to put it simply, pro-rata in terms of holiday entitlement means that figures are calculated from what you would have accrued if you were working full time but reduced to be proportional to the number of hours you actually worked. The proportion of holidays will depend on how much an employee works, relative to a full-time employee. For example, if they work half as much, they are entitled to half as much holiday.

What is a Pro-Rata Holiday Calculator?

A pro-rata holiday calculator is any tool that allows a part-time worker to calculate their holiday entitlement. It often takes the form of a piece of computer software that asks the user a few questions before working out the amount of leave they should receive. Many holiday calculators are found online built into websites while others can be downloaded to a PC or other electronic device.

How are Pro-Rata Holiday Calculations Different to Full Time Ones?

Many full-time workers work the same fixed shifts/hours every week. This makes working out holiday entitlement easy. For most full-time staff this is simply 5.6 weeks leave and equates to 28 days.

Pro-rata workers, on the other hand, often work varying shift patterns and hours. This makes working out leave entitlement difficult, although the final calculation will still leave the employee with the equivalent of 5.6 weeks leave.

How are Part-Time Holiday Calculations Done?

To calculate pro-rata holiday entitlement for part-time employees who work the same number of hours each day, you’ll need to do the following:
1. Work out what proportion of a full-time working week they work
2. Multiply this by the amount of holiday a full-time employee is entitled to.

For example, if a part-time employee works 3 days a week this equates to 3/5ths of a full 5-day working week. This means they’re entitled to 3/5ths of the amount of holiday a full-time employee receives. Assuming the employer offers the statutory minimum paid holiday 5.6 weeks (or 28 days) your part-time employee would be entitled to 3/5ths of 28 days, which is 16.8. While you can’t round down holiday entitlement, an employer may wish to round up to the closest full or half-day.

If an employee works days of varying lengths, holiday entitlement is often calculated in hours. This prevents issues with miscalculations and makes managing leave easier.

For these types of employees, you work out leave entitlement by multiplying the number of hours an employee works in a week by the number of weeks of holiday they are entitled to.

For example, an employee who works 22 hours per week over differing shift patterns would receive 5.6 weeks holiday multiplied by 22 hours which equates to 123.2 hours holiday per year.

Obviously, these calculations can become tricky quite quickly. This is why many employers and employees opt to use a pro-rata holiday calculator to make the job easier.

What Questions Will a Pro-Rata Holiday Calculator Ask Me?

This will often depend on the calculator used, but will generally include the following:
1. Number of hours worked. This is often over a specific time period, usually a year or month. This will allow the calculator to work out the number of hours holiday entitlement the employee should receive.
2. Any shift patterns the employee works. If the employee works specific shift pattern, the holiday calculator may ask what these shift patterns are.
3. Overtime the employee works. Overtime can be used to contribute to holiday pay.

What are the Benefits of Using a Pro-Rota Holiday Calculator?

There are many benefits to using a pro-rata leave calculator. These include:
1. Ease of use. Most pro-rata holiday calculators guide users through the process of calculating leave.
2. Quick calculations. A leave calculator often gives leave calculations in seconds.
3. Fewer errors. Holiday calculators are rarely wrong with their calculations.

Papershift combines all your Time Tracking systems, employee absences and accurately calculates your Payroll.

Whether online, via app or mobile, Papershift will collect all of your logged times and store them in one place.

work hour calculator from all Papershift time tracking tools

Automate pro-rata annual leave entitlement calculation with Papershift absence management software


Sign up for a free demo and save manual work with employee wage calculation.

Move away from stressful and inaccurate excel templates and calculators. Choose fun and easy to use Papershift Absence Planning Software.

14 days Free Trial also available.

Capterra rates Papershift 4.8/5 in rota planning software