Staff Wellbeing and Retention
Navigating the Challenges of Modern General Practice
Staff Holiday Calculator
This calculator provides a simple pro-rata entitlement in days and hours. Pro-rata is based on hours worked per week (default full-time is 37.5 hours). If the employee works only part of the holiday year, entitlement is also pro-rated for the dates entered (inclusive). Hours are shown using a fixed basis of 7.5 hours per day.
Pro-rata entitlement (days)
Pro-rata entitlement (hours)
Staff Holiday Calculator – FAQs
What does this calculator do?
This calculator provides a simple pro-rata holiday entitlement in days and hours, based on:
contracted hours per week
agreed full-time entitlement
and, where relevant, part-year employment dates
It is intended to support consistent calculations, not to plan or track leave.
Does it matter how many days a week someone works?
No. Entitlement is calculated using hours worked per week, not the number of working days. This helps ensure fairness where staff work the same hours over different patterns.
Why does the calculator show entitlement in both days and hours?
Showing entitlement in hours can make it easier to manage:
part-time and flexible working patternsbank holidays that fall on different working days
Hours are shown using a standard 7.5-hour day for conversion.
What if a member of staff is entitled to fewer bank holidays?
If a staff member has a reduced bank holiday entitlement (for example, 3 days), simply enter that figure in the calculator.
The entitlement will be pro-rated in the same way as annual leave.
Bank holidays often fall on Mondays. What if someone works Mondays but is part-time?
Bank holiday entitlement for part-time staff is pro-rata, based on contracted hours.
If more bank holidays fall on a person’s working days than their pro-rata allowance covers, any additional time off is normally taken from annual leave, or managed in line with the employer’s local policy.
What if a bank holiday falls on a day the staff member does not normally work?
This calculator shows the overall entitlement, not how it is taken. How bank holidays are recorded or substituted should follow local policy.
What if someone works on a bank holiday?
This calculator does not account for enhanced pay or time off in lieu.
Any arrangements for working on bank holidays should be applied in line with the employment contract or local policy.
What if someone starts or leaves part-way through the holiday year?
Enter the relevant start and end dates.
The calculator will automatically pro-rate entitlement for the period worked. Both dates are counted.
What if annual leave entitlement is more than 20 days?
You can overwrite the annual leave figure with the contractual entitlement.
The calculation will still work correctly.
Can this calculator replace a holiday tracker?
No. This tool is intended to calculate entitlement only. Booking, monitoring, and approving leave should continue to be managed through your usual systems.