How Do I Calculate Pro Rata Annual Leave for a Mid-Year Joiner? Need Help Urgently!

Hi,

I urgently need to know how I would calculate the prorated annual leave for someone who has joined, say in July. The total number of leave days per year is 20, and it is from January to December.

Hi Hilda,

If 20 leaves are there in a year, then on a pro-rata basis, it will be calculated as below:
For every month, it would be - 20/12 = 1.67 (Approx).

So if someone joined in July, then they would be eligible for only 6 months leave in that calendar year, which would be 10.

If someone joined on 1st August, then every month they would be eligible to avail 1.7 leaves.

I hope the calculation of leaves on a pro-rata basis has been clarified with you to some extent.

Regards,

Amit Seth

Thanks, this has helped to some extent. But I am still a bit confused. I am taking a look at my new company's leave record, and for a person who has joined, say the 21st of Jan, he is entitled to only 19 days. Is there any additional calculation here, which includes the number of days as well? Please help!

Hi,

Thank you. Yes, it has been calculated based on the number of days of the length of service. If someone has joined in the 1st week, then only he will be eligible for the complete month's leave of 1.7. If one has joined on the 21st, then for that calendar year, his leave would be: Leave = 20/365 * 345 = 18.9, and in round figure, it would be 19. So, your company is providing the exact number of leaves he is eligible for. I hope it is clear to you now.

Regards,

Amit Seth.

I understand this, again. You've made it very simple! But I see, again from company records, that someone who joined on 6th May 2007 is entitled to 12.5 days. According to my calculation, it comes to 13.1 days (240 days). Am I right?

Another example: someone who joined on 22nd July 2007 is entitled to 9 days (163 days). Is this correct?

Thank you for all your help, and sorry to ask so many questions!

Hi,

I have to calculate the leave from the date 01-01-07 to 13-07-2007. We have a policy of 30 days leave in our organization. Is there any other way to calculate the leave other than calculating the total number of days, i.e., till 13/07/2007? For example, normally what I do is = 31+28+31+30+31+30+13 * 30/365. Please help me if anyone has a simpler calculation.

Thanks,
Leema.

Hi,

I urgently need to know how I would calculate the pro-rata annual leave for someone who has joined, say in April, and how many total leave days he/she is entitled to until December. The total number of leave days per year is 22, and it is from January to December.

Hi dear,

It has been calculated based on the number of days of length of service. If he joined in the 1st week of April, then for that calendar year, his length of service till December would be 365-90 = 275 days.

Leave = 22/365 * 275 = 16.5.

I hope it is clear to you now.

Regards,
Amit Seth.

I have a lot of doubts about this discussion. Let me know about my scenario. My company is providing 18 days of annual leave for each completed financial year of service. I joined last week in December. Until March, how many days will I be able to get as leave? Can anyone tell me, please?

Thank you,

Regards,
Sandeep

In continuation of the above discussion, I would like to know how annual leave accumulation occurs year on year. In our company, an employee is eligible for 12 days of annual leave per year, i.e., from January to December. Every employee is eligible to avail annual leave only after one year of service.

Annual Leave Accumulation Query

Now, my doubt is: If an employee joins the company in April 2012 on a prorated basis, they are eligible for annual leave only after March 2013, i.e., 9 days. When is this leave credited? Is it in April 2013 or January 2013? For 2014, the employee is eligible for 12 days.

April 2012 to March 2013 - 0 Annual leave
April 2013 to December 2013 - 9 days
January 2014 to December 2014 - 12 days
Total leaves: 21 days

Is this calculation correct? Please advise.

Thanks in advance,

Regards,
Vijaya

My company gives 15 working days as leave after 1 year of continuous service. For example, if the date of employment is 3rd Feb. 2013, then you will be entitled to 15 days on your anniversary date (3rd Feb. 2014).

I would appreciate it if I could be helped with a formula in Excel that can prorate the leave days.

I've recently joined a company in January, and this happens to be my first job. This company I'm working at has established an HR Department a few days before I joined, so we are considered new to HRM.

Leave Entitlement and Calculation

The leave entitlement as stated in the offer letter is in accordance with the law, Section 60E for annual leave and Section 60F for sick leave. How do we calculate the annual as well as sick leave on a pro-rata basis since the company doesn't allow employees to carry forward their leaves to the following year? For example, if an employee has joined in February, how will the leave calculation be?

I am looking forward to clearing doubts, especially regarding leave entitlement. Thank you so much.

Hi all,

I have a query regarding annual leaves. We have 22 annual leaves in a year from January to December (including sick and casual leave). One of the employees has availed 26 leaves from January to March 31, 2016. Please let me know whether we need to deduct the amount for the extra leaves availed or calculate on leaves accumulated on a pro-rata basis. Also, should the excess leave amount be deducted from the gross or basic salary?

Please suggest.

Regards,
Shwetha

Hi,

Calculation of leaves on a pro-rata basis:
30 leaves per year, if someone joins in April as mentioned. The calculation is as follows:
30/12 = 2.5 leaves per month (LPM)
2.5 * 9 (months)
i.e. 2.5 * 9 = 22.5 days that one can avail in that calendar year.