Leave Balance Calculator
Calculate vacation and sick leave balances
Upfront grants the full entitlement on day one. Incremental builds it up over the period elapsed so far.
Set the yearly entitlement and days already used for each leave type. Leave entitlement at 0 to ignore a type.
| Leave Types | Entitlement (days/yr) | Days used |
|---|
| Leave Types | Entitlement (days/yr) | Accrued | Days used | Remaining |
|---|---|---|---|---|
| Total Entitlement / Total Accrued / Total Used | 0 | 0 | 0 | 0 |
What is Leave Balance Calculator?
The Leave Balance Calculator is a free online tool that works out how much paid time off an employee has left across every category of leave. Instead of tracking only vacation and sick days, it covers twelve leave types — annual / vacation, sick, personal, maternity, paternity, parental, bereavement, unpaid, compensatory time (TOIL), study, jury duty, and public holidays — each with its own yearly entitlement and days already taken. You choose how leave is granted: an upfront annual grant that gives the full allowance on day one, or incremental accrual that builds entitlement over the year. You then pick the accrual frequency — per year, per month, per pay period, per week, or per hour worked — and the tool calculates accrued, used, and remaining days for every type. Optional region presets for the US, UK, UAE / Gulf, and EU pre-fill sensible defaults, and carryover settings handle days brought from last year, a maximum cap, and use-it-or-lose-it rules. Everything runs in your browser.
How to use Leave Balance Calculator?
Working out a full leave picture takes only a moment:
- 1 Optionally pick a region preset (US, UK, UAE / Gulf, or EU) to pre-fill typical entitlements, or leave it on Custom and enter your own figures for each of the twelve leave types.
- 2 For every leave type, set the yearly entitlement in days and the days already used. Leave any entitlement at zero to ignore that category.
- 3 Choose the accrual method — upfront grant or incremental accrual — and the accrual frequency (per year, per month, per pay period, per week, or per hour worked). For incremental accrual, enter the months elapsed, or the hours worked and full-time hours per year for hourly accrual.
- 4 Set any carried-over days from last year, an optional maximum carryover cap, and tick use-it-or-lose-it if unused days expire — these adjust the annual balance.
- 5 The tool instantly shows a per-type breakdown of accrued, used, and remaining days, plus the original summary of remaining vacation, remaining sick leave, and the total remaining across all types.
Why use this tool?
Confusion over leave balances leads to disputes, over-booked vacations, and frustrated staff. The Leave Balance Calculator gives a clear, instant answer across every leave category so employees know how many days they can take and managers can approve requests without manual spreadsheets. Modeling the accrual method and frequency matters because most companies grant leave gradually rather than all on day one — incremental accrual reflects mid-year reality, while an upfront grant treats the full allowance as available. Hourly accrual suits part-time and shift workers whose entitlement scales with hours worked. Carryover rules and a maximum cap mirror real policies, and use-it-or-lose-it shows what happens when unused days expire. The tool is free, needs no signup, and runs entirely in your browser, so personal leave records are never uploaded.
Examples
An employee with 24 annual days set to incremental monthly accrual earns 2 days per month. After 6 months they have accrued 12 days; having used 5, the tool shows 7 vacation days remaining.
With an upfront annual grant of 24 days and 10 already used, the calculator immediately shows 14 vacation days remaining before booking a trip.
Selecting the UK preset pre-fills 28 annual days; adding 5 carried-over days with a cap of 5 raises the available annual balance, while use-it-or-lose-it would zero the carryover instead.
A part-timer entitled to 80 hours who has worked 1,040 of 2,080 full-time hours has accrued half their leave, so the tool reflects entitlement scaled to hours worked.
Frequently Asked Questions
Is the Leave Balance Calculator free?
Yes. The tool is completely free, with no signup and no limit on how many balances you calculate.
Which leave types can I track?
Twelve: annual / vacation, sick, personal, maternity, paternity, parental, bereavement, unpaid, compensatory time (TOIL), study, jury duty, and public holidays. Ignore any type by leaving its entitlement at zero.
What is the difference between accrual method and frequency?
The method decides whether the full allowance is granted upfront or built incrementally. The frequency paces that build-up — per year, month, pay period, week, or hour worked — which changes the mid-year balance.
How do the carryover settings work?
Carried-over days add to your annual balance. A maximum carryover cap limits how many of those days count, and the use-it-or-lose-it option discards all carried-over days, matching policies where unused leave expires.
What do the region presets do?
Choosing US, UK, UAE / Gulf, or EU pre-fills typical entitlements for each leave type as a starting point. You can edit any value afterwards, which switches the preset back to Custom.
Is the data I enter private?
Yes. The calculation runs entirely in your browser, so the leave figures you enter are never uploaded or stored on a server.
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