UK Holiday Entitlement Calculator Lite

A new starter in September, a leaver in July, someone on six days a week: how much holiday does each one actually get? This calculator works it out for up to 12 people, the GOV.UK way, and shows every step so you can explain it.

For small employers, office managers and bookkeepers in England, Scotland and Wales who need the statutory holiday entitlement for this leave year. Not a leave booking system (see our PTO & Leave Tracker for that), not for Northern Ireland, and it does not work out holiday pay.

▶ Easy Start Here guide included – video tutorial coming to our YouTube channel

Works in Microsoft Excel and Google Sheets, with no macros.

What it does for you

• Works out statutory leave for this leave year for up to 12 people: 5.6 weeks × days a week, capped at 28 days
• Starters pro-rated by months started and rounded up to the next half day (regulation 15A, as GOV.UK does it)
• Leavers, and people who start and leave in the same year, pro-rated by calendar days employed (regulation 14)
• Irregular-hours and part-year workers: 12.07% of hours worked, rounded to the nearest hour
• Adds any extra contract days on top, and shows days and hours
• A check column flags missing entries and wrong dates. The Step by Step tab explains any person's number. Dashboard with totals and charts

How it works (3 steps)

1. Settings: your business name and the first day of your leave year (about 1 minute)
2. Staff: name, working pattern, days a week, and a start or leaving date if it falls in this leave year
3. Step by Step: pick a name to see how the number was worked out. The Dashboard shows totals and anything to check

What's included

• UK-Holiday-Entitlement-Calculator-Lite.xlsx: filled with fictional example staff so you can see how it works
• UK-Holiday-Entitlement-Calculator-Lite-BLANK.xlsx: empty and ready for your team
• Works in Google Sheets: upload the .xlsx to Google Drive and open it with Google Sheets (tested: formulas and charts kept)
• Start-here.pdf: one-page quick-start guide, including how to open it in Google Sheets

Compatibility

• Microsoft Excel 2010 or newer (Windows & Mac) and Microsoft 365
• Google Sheets (free Google account). Set File > Settings > Locale to United Kingdom for £ and UK dates
• Not designed for Apple Numbers or mobile-only editing. A computer is recommended
• No macros, add-ons or subscriptions

Instant download

This is a digital product. Nothing physical will be shipped. Your download link appears straight after checkout and is also emailed to you. Stuck or have a question? Email info@phkmedia.co.uk and I'll gladly help you set it up.

Good to know

• Cream (pale yellow) cells are for your input. White and grey cells are worked out for you, and the sheets are protected (no password) so formulas are not overwritten by mistake
• Rules follow GOV.UK holiday entitlement guidance and the Working Time Regulations 1998 (England, Scotland and Wales), checked November 2026. Northern Ireland has different rules for irregular-hours workers
• The irregular-hours method applies to leave years starting on or after 1 April 2024. The file warns you if your leave year starts earlier
• Bank holidays can be counted as part of the 5.6 weeks. There is no extra legal right to bank holidays on top
• FAQ: Does it book leave or track what is left? No, this Lite works out entitlement only. Our PTO & Leave Tracker does bookings and balances
• FAQ: Does it work out holiday pay? No. See our UK Holiday Pay Irregular Hours calculator for that
• One licence for your own business

DISCLAIMER

This calculator works out the statutory minimum holiday entitlement. It is not legal or HR advice. Contracts can give more than the legal minimum, and special cases (for example, agency work, term-time contracts with unusual patterns, or very short employment) may need advice. Rules are based on GOV.UK and Acas guidance checked in November 2026. All names and figures in the example file are fictional.

Licence: Licensed for use within one business. Please do not resell, share or redistribute the files.

AI disclosure: This template and its listing images were designed by PHK MEDIA LTD with the help of AI tools. All formulas were tested and the files were reviewed and finalised by the seller.

© PHK MEDIA LTD

Licence: Licensed for use within one business or household. You may edit and print the files for that business. You may not resell, share or upload them for others.