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Holiday entitlement calculations for employers

As of April 2009, the statutory minimum holiday entitlement for a full-time employee is capped at 5.6 weeks (or 28 days). The table and calculations below will help you to work out holiday entitlement for existing employees

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Calculating holiday entitlement by days worked

Days worked per week

Leave entitlement

0.5

2.8 days

1

5.6 days

1.5

8.4 days

2

11.2 days

2.5

14 days

3

16.8 days

3.5

19.6 days

4

22.4 days

4.5

25.2 days

5

28 days

If an employee works over five days a week, they are not legally entitled to more than 5.6 weeks/28 days holiday, as this is the cap. 

However, you can offer contractual leave above this amount if you wish. 

Holiday entitlement when an employee starts part way through a leave year 

If an employee starts working for you part way through a leave year, calculate their entitlement above, divide the number by twelve and multiply by the number of months left in the leave year. i.e. 

(28 days ÷12 months) x 10 months = 23.3 days 

Holiday pay when an employee leaves part way through a leave year 

If an employee leaves your employment part way through a year, you must pay them for any leave accrued in that leave year. 

To calculate this, multiply their annual entitlement in days by proportion of the leave year expired, and then subtract the number of days taken.

i.e. (28 days x 0.5 years) – 5 days = 9 days 

Note: Calculations may result in part days. 

You cannot legally round this down to the nearest day, but you could choose to round it up. Or, alternatively, offer to pay the employee for the time, or let them start work late or finish early. 

For guidance on holiday entitlement for part time workers, those on maternity leave, and carrying over leave into a new year, read this article. 

Members of the Forum can call 0845 130 1722 to speak to an adviser for help with calculating holiday entitlement. Not already a member? Find out more about how we can help you manage HR in your business.