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Calculate accrued leave by completed months.
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Leave accrual is the process by which employees earn leave entitlement progressively — typically monthly or bi-weekly — rather than receiving the full annual balance on day one. A leave accrual calculator makes it easy to determine exactly how many days an employee has earned at any point in the year, which matters for approval decisions, encashment calculations, and managing leave liability on the company balance sheet.
There are two primary accrual models used by organisations. Understanding which model applies to your organisation is the first step before using any leave calculator:
Leave is credited at the end of each calendar month based on the annual entitlement divided by 12. An employee entitled to 24 days earns 2 days per month. This is the most common model globally.
The full annual entitlement is credited on the first day of the leave year (or the employee's work anniversary). No progressive accrual — the entire balance is available immediately.
Leave accrues per hour worked — common in the US and Australia. An employee might earn 0.0385 hours of leave per hour worked (equivalent to 10 days per year on a 2,080-hour schedule).
The accrual rate increases with service length. A common structure: 15 days/year for years 1–3, 18 days for years 4–7, 21 days for 8+ years. The leave accrual calculator must account for the applicable tier.
For a monthly accrual model, the core formula the leave accrual calculator uses:
Monthly Accrual Rate = Annual Leave Entitlement ÷ 12
Example: 18 days ÷ 12 = 1.5 days per month
Accrued balance at any point in the year:
Accrued Leave = Monthly Rate × Completed Months of Service in the Leave Year
Example: 1.5 days × 7 months = 10.5 days accrued
For hours-based accrual:
Accrual Rate Per Hour = Annual Leave Days × Daily Hours ÷ Annual Working Hours
Example: 10 days × 8 hrs ÷ 2,080 hrs = 0.0385 hours of leave per hour worked
One of the most important applications of the leave accrual calculator is handling employees who join or leave mid-year. Pro-rating ensures they only accrue leave for the portion of the year they were employed.
Pro-Rated Accrual = (Annual Entitlement ÷ 12) × Full Months Worked in Leave Year
Example: Employee joins 1 April, leave year ends 31 December (9 months): (18 ÷ 12) × 9 = 13.5 days
Most leave policies include an accrual cap — a maximum balance that can accumulate before accrual pauses. This prevents employees from banking excessive leave and creating large financial liabilities.
Enter your annual entitlement, months completed, and leave taken in the calculator above for an instant result.
In most jurisdictions, annual leave continues to accrue during statutory sick leave and maternity/paternity leave — even if the employee is not actively working. This is a statutory right in the UK, EU, Australia, and many other countries. Some jurisdictions also require leave accrual during unpaid family leave. Always verify the rules in your jurisdiction, as this has significant implications for leave balance calculations.
This depends entirely on your company policy and applicable law. In many countries, statutory leave accrues from the first day of employment. However, some organisations restrict when leave can be taken (not when it accrues) until probation is completed. In other cases — particularly in the US — accrual may not begin until after a waiting period. The leave accrual calculator above allows you to specify the start date and accrual commencement date separately.
Part-time employees accrue leave on a pro-rated basis relative to their contracted hours. If a full-time employee earns 20 days per year, a part-time employee working 60% of full-time hours earns 12 days (20 × 0.6). For hours-based accrual, the per-hour rate is identical to full-time employees — the lower total simply reflects fewer hours worked.
Leave entitlement is the total number of days an employee is entitled to in a full leave year. Leave accrual is how much of that entitlement has been earned so far during the current leave year. An employee with a 20-day entitlement who has completed 6 months has accrued 10 days — their entitlement is 20, but their current accrued balance is 10.
Disclaimer: This calculator is for informational purposes only and does not constitute legal or financial advice. We do not guarantee the accuracy or completeness of the results. Please consult a qualified professional for advice specific to your situation.