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Prorated Vacation Calculator

Find out how many vacation days you've earned so far this year.

How it is calculated

The tool prorates by whole or fractional months, not by calendar days: earned = annual_days × (months_worked ÷ 12) and remaining = earned − days_already_taken. annual_days is your full-year entitlement in days, months_worked is a number from 0 to 12 (decimals such as 7.5 are accepted) and days_already_taken is optional and treated as 0 when left empty. Results are shown to two decimals and are not rounded to whole or half days, so apply your employer's rounding rule yourself. A months value above 12, or a negative value in any field, returns no result. If you have taken more than you have earned, the remaining figure goes negative. Accrual rules differ by country, contract and employer.

Worked example

Entitlement 20 days a year, 7 months worked, 5 days already taken. Earned days: 20 × (7 ÷ 12) = 11.67. Remaining days: 11.67 − 5 = 6.67. The result is 6.67 days left to take, with 11.67 days earned so far.

Check: 20 ÷ 12 gives about 1.67 days earned per month, and 7 months of that is the same 11.67.

Try this example →

Common mistakes

  • Entering days worked (for example 210) in the months field. The field only accepts 0 to 12 months, so convert days to months first, or use a decimal such as 6.9.
  • Entering the days you have left in the days-already-taken field. That field is for days you have already used, and the tool subtracts it from what you earned.
  • Entering the annual entitlement in weeks or hours. The result is in whatever unit you typed, so keep the entitlement in days.
  • Reading a negative remaining figure as an error. It means you have taken more leave than you have accrued so far.
  • Expecting whole days. The tool gives fractions such as 6.67, while your employer may round up, down or to half days.

About this calculator

Prorated vacation (also called accrued or pro-rata leave) is the portion of an employee's full annual vacation entitlement that has been earned based on the fraction of the year actually worked — used when someone starts, leaves, or changes employment status mid-year, since most employers don't grant the full annual allotment on day one. The proration is typically calculated as (time worked ÷ the full year) × annual vacation entitlement, though some employers use a per-pay-period accrual rate instead of a simple date-based fraction.

HR departments and payroll teams calculate prorated vacation for new hires who joined partway through the year, employees who moved from part-time to full-time status, and departing employees whose final paycheck must include a cash-out of any unused accrued vacation — a legal requirement in many U.S. states (like California) that treat earned vacation as a form of wages that cannot be forfeited. Employees themselves use this calculation to sanity-check their leave balance and plan time off around how much they've actually accrued so far.

This calculator takes your annual vacation entitlement, the number of months you've worked this year (0 to 12, decimals allowed, so 4.5 means four and a half months), and any days already taken. It prorates by months worked ÷ 12 and returns how many vacation days you've earned to date and how many remain. If your employer counts in days, enter days worked ÷ days in the year × 12 as the months.

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