This holiday entitlement calculator works out each employee’s statutory paid holiday for you: 5.6 weeks a year, calculated from the days they work each week and capped at 28 days. Add your team, log each booking on the Leave Log, and the tracker shows days taken, days remaining and total available for everyone in one Excel sheet.
How is statutory holiday entitlement worked out?
UK workers get 5.6 weeks of paid holiday a year. The tracker turns that into days by multiplying the days someone works each week by 5.6, then caps the result at 28 days, which is the statutory maximum.
| Days worked a week | Statutory entitlement |
|---|---|
| 5 | 28 days |
| 4 | 22.4 days |
| 3 | 16.8 days |
| 2 | 11.2 days |
| 6 | 28 days (capped) |
Anything you give on top, such as 25 days plus bank holidays, or long-service days, goes in Additional / Accrued Days, and Total Entitlement adds the two together. The 5.6 weeks and 28-day cap sit in labelled settings cells under the table.
How does the Leave Log feed the tracker?
Each row of the Leave Log is one period of leave, with a leave type of Annual leave, Bank holiday, Sick, Unpaid or Other. On each row you enter Days Taken: the working days the person actually loses under their own pattern. A Monday-to-Wednesday worker who takes a whole week off loses 3 days, not 5, and a half day is 0.5. A grey Mon-Fri Estimate sits beside it as a guide, but balances only ever use the Days Taken you enter.
Days Taken on the tracker adds up only the annual leave that falls inside the holiday year, plus bank holidays if you have told it to count them. Each row must sit inside one holiday year, so if someone books leave over the year end, enter it as two rows, one each side. A row that crosses the year end turns red and the check under the table counts it. Sick and unpaid leave are recorded but never reduce holiday. The log has 100 rows and dates are entered as dd/mm/yyyy.
What about irregular hours and leavers?
Since leave years starting on or after 1 April 2024, irregular-hours and part-year workers build up holiday at 12.07% of hours worked. The tracker records their accrued days rather than calculating them, so keep a note of hours worked alongside it. When someone leaves, Days Remaining is the figure to check against what they are owed for untaken leave, and holiday pay forms part of the payroll you report to HMRC.
If you run a small business and also file Self Assessment on your own profits, see how Making Tax Digital for sole traders changes your record keeping.
