Calculating Pro Rata Leaves: Should Weekends Be Excluded from the Yearly Total?

Hi All,

Please suggest, do we need to reduce the weekends (52 Saturdays + 52 Sundays) from the calendar year while calculating the leaves on a pro-rata basis, i.e., (No. of leaves / 261). Or should it be (No. of leaves / 365)? Please suggest.

Regards,
Monika

I actually didn't understand what your query is, but let me explain since you mentioned something about pro rata. There are different types of leave called sick leave, casual leave, privilege leave, etc.

Let's say you have been allotted 21 days as casual leave for a year; then, on a pro-rata basis, you have to divide the whole leave by 12 months, i.e., 21/12 = 1.75 leaves per month. The same calculation applies to sick leave and privilege leave as well.

The leave available would be the number of months multiplied by 1.75. I hope I clarified your query.

Hi Pratima,

Thanks for the reply. While going through citehr, I found that to calculate the leaves on a pro-rata basis, we need to divide the total number of leaves allotted by the total number of days, i.e., 21/365. That's why I was wondering whether we should remove the weekends (ours being an IT firm, and we have weekends off), i.e., should we use 21/261 instead of 21/365. However, you told me that we divide the total leaves by the number of months, i.e., 21/12. I'm confused now :(

Regards,
Monika

There is nothing to get confused. It's the best way of calculating leave on a prorate basis. I have no idea on what basis they have divided it like that. I cannot comment on that until and unless I know why they have done it that way. As of now, you follow the simple way. To divide the leave on a prorata basis, you don't have to deduct weekly off and government holidays.

Dear Sundays and holidays, absences on Leave Without Pay (LWP), and the Earned Leave (EL) availed during the year are excluded.

- Ak Malhotra

Dear Seniors, I have a query regarding the pro rata calculation of leaves:

Pro Rata Leave Calculation

Currently, in our organization, the number of PLs is 24 (2 leaves per month - April to March), and an employee is eligible for PL only after 1 year from the date of joining (DOJ), with leave being credited to the employee's account on a pro rata basis.

Consider the following scenario:

Suppose an employee joins in August 2010; they will become eligible for PL in August 2011. As per the pro rata basis, the number of PL will be 16 (8 months from DOJ * 2 leaves per month). Therefore, 16 leaves will be added in the month of August 2011.

Query on Leave Credit for 2011-2012

My query is: what about the leaves for the year 2011 - 2012? When will the leave for the year 2011 - 2012 be credited to the employee's account? Will it be at the beginning of the year, i.e., April 2011, or at the end, i.e., April 2012? Considering that PL refers to earned leave and an employee has to earn those leaves by working throughout the year, should it get credited at the end of the year when the employee has completed working for that year?

I kindly request all of you to provide a justifiable answer to the above question. I am looking forward to your coordination and support.

Thank you.

I think the leaves for the current year should be credited on a monthly basis since they are earned leave. Hence, you should also credit 16+ leave of the period from April till August and then regularize it from the next payroll.