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Calculating Employees Holiday

Summer is here, and with it comes the irresistible allure of getaways, adventures, and much-needed rest. At The Paperwork Team, we understand the importance of employee well-being, and that includes taking advantage of well-deserved holidays.

However, managing and calculating employee holidays can feel like a juggling act. Fear not! This blog post is your one-stop guide to ensuring a smooth holiday season for both you and your team.

Empowering Employees, Ensuring Compliance: A Win-Win for Holidays

  • Know the Law: First things first, understand the legal minimum leave entitlement. This typically includes paid annual leave and bank holidays (where applicable).
  • Crystal Clear Policy: Develop a clear and accessible holiday policy. Outline procedures for requesting leave, carry-over rules, and required notice.
  • Fairness is Key: Apply your policy consistently and transparently. Everyone deserves a chance to recharge!
  • Planning Makes Perfect: Be mindful of staffing needs when approving leave. Consider a system for managing requests and ensuring coverage during busy periods.
  • Wellbeing Wins: Holidays aren’t a luxury, they’re a necessity! Encourage employees to take their full entitlement and prioritise their well-being to prevent burnout.
  • Record Keeping: Maintain accurate records of leave requests, approvals, and remaining holiday allowance.

Covering the Bases: When Teammates Take Time Off

  • Out of Office On Point: What should your out-of-office auto-reply say? You may have a company template to make things easy!

Going the Extra Mile: Considerations for a Seamless Holiday Season

  • Publicity Power: Determine how public holidays are treated within your company policy. Are they included in the annual leave entitlement, or are they separate days off?
  • Sick vs. Leave: Distinguish between sick leave and holiday leave. Employees shouldn’t use their holiday time when they’re genuinely unwell.
  • Part-Time Parity: Ensure part-time employees receive a pro-rata amount of holiday entitlement compared to full-time employees.
  • Carry-Over Clarity: Establish clear rules on whether unused holiday allowance can be carried over to the next year and any limitations associated with it.

Beyond the Basics: Fostering a Culture of Well-Deserved Rest

  • Mental Health Matters: Encourage employees to take their holidays in full and truly disconnect. Discourage checking work emails while on leave.
  • Leave Options Abound: Explore offering additional leave options like parental leave, sabbaticals, or compassionate leave to support employees facing specific situations.
  • Diversity and Inclusion: Be mindful of cultural and religious holidays when scheduling work events.
  • Seasonal Shifts: In industries with seasonal workloads, explore alternative scheduling options like staggered leave periods or allowing employees to bank extra hours to use for holidays during busier times.
  • Communication During Leave: Establish clear guidelines on communication expectations while employees are on leave. This could involve setting boundaries for urgent matters or outlining preferred methods of contact if absolutely necessary.


By following these tips, you can create a system that benefits both employers and employees. After all, a happy and well-rested team leads to a productive and thriving work environment. So, embrace the sunshine, encourage your team to take their holidays, and enjoy a smooth and stress-free season.


Here is an employee holiday calculator . Use this to work out how much holiday your employee is entitled to according to HMRC.