How do you calculate prorated vacation of 15 days and 5 sick days?
I am an HR consultant and I made the worst mistake,i excuted an offer letter with 15 vacation days and 5 sick days for an employee who start date is May 1, how do I calculate their vacation. What is the formula? what do I multipy and or divide? Math is not my favorie so i need to see in full writing.
Thank you
Madelyn M.Hi Madelyn! No problem, we are here to help!
We assume that you will be prorating the vacation and sick time for 2009– the first year of employment. It’s actually fairly easy to do.
For the 3 weeks of annual vacation, take 15 days x 8 hours = 120 hours of vacation, divided by 52 weeks per year= 2.307 hours of vacation earned per week. We checked the calendar, and an employee hired on May 1 will work exactly 35 weeks in 2009. So 2.307 hours of vacation x 35 weeks = 80.75 hours of vacation. That is two weeks of vacation, plus 3/4 of an hour.
For the 5 days of sick leave, take 5 days x 8 hours = 40 hours, divided by 52 weeks per year =0.769 hours of sick leave earned per week, x 35 weeks = 26.915 hours of sick leave. Most employers would round this to 27 hours of sick leave. That is 3 days plus 3 hours of sick leave.
Note that not every employer would prorate annual leave in this way. Some employers would award the entire 15 days of vacation and 5 days of sick leave on the employees first anniversary (May 1, 2010.) Other employers would accrue the employees sick time and vacation time based on hours worked. But it appears from your question that your client is prorating it based on the number of weeks worked this year.
Tags: employee, leave, off, prorate, sick, time, vacation
This entry was posted
on Wednesday, May 6th, 2009 at 10:51 pm and is filed under
Benefits, Human Resources Management.
You can follow any responses to this entry through the RSS 2.0 feed.
You can leave a response, or trackback from your own site.
16 Responses to “How do you calculate prorated vacation of 15 days and 5 sick days?”
Leave a Reply

Ask a Question
Categories
 Attendance Management (1,571)
 Benefits (2,483)
 Compensation (2,844)
 Employment Training (334)
 Hiring and Staffing (1,060)
 Human Resources Management (5,263)
 Labor Laws (2,222)
 Management / Leadership Development (358)
 Performance Management (256)
 Structural Development (42)
 Termination (905)
 Workplace Health & Safety (439)
 Workplace Management (653)
Blogroll
Archives
 February 2018
 January 2018
 December 2017
 November 2017
 October 2017
 September 2017
 August 2017
 July 2017
 June 2017
 May 2017
 April 2017
 March 2017
 February 2017
 January 2017
 December 2016
 November 2016
 October 2016
 September 2016
 August 2016
 July 2016
 June 2016
 May 2016
 April 2016
 March 2016
 February 2016
 January 2016
 December 2015
 November 2015
 October 2015
 September 2015
 August 2015
 July 2015
 June 2015
 May 2015
 April 2015
 March 2015
 February 2015
 January 2015
 December 2014
 November 2014
 October 2014
 September 2014
 August 2014
 July 2014
 June 2014
 May 2014
 April 2014
 March 2014
 February 2014
 January 2014
 December 2013
 November 2013
 October 2013
 September 2013
 August 2013
 July 2013
 June 2013
 May 2013
 April 2013
 March 2013
 February 2013
 January 2013
 December 2012
 November 2012
 October 2012
 September 2012
 August 2012
 July 2012
 June 2012
 May 2012
 April 2012
 March 2012
 February 2012
 January 2012
 December 2011
 November 2011
 October 2011
 September 2011
 August 2011
 July 2011
 June 2011
 May 2011
 April 2011
 March 2011
 February 2011
 January 2011
 December 2010
 November 2010
 October 2010
 September 2010
 August 2010
 July 2010
 June 2010
 May 2010
 April 2010
 March 2010
 February 2010
 January 2010
 December 2009
 November 2009
 October 2009
 September 2009
 August 2009
 July 2009
 June 2009
 May 2009
 April 2009
 March 2009
 February 2009
 January 2009
 December 2008
 November 2008
 October 2008
 September 2008
 August 2008
 July 2008
 June 2008
 May 2008
 April 2008
 March 2008
 February 2008
 January 2008
 December 2007
 November 2007
 October 2007
 September 2007
 August 2007
 July 2007
 June 2007
Recent Posts

Become modern with the Electronic Repositories
February 16th, 2018 
I9 Documents
January 29th, 2018 
Conflict of Interest
January 12th, 2018 
New Hire Paperwork
January 7th, 2018 
W4 Signature
November 19th, 2017 
Texas CHL for Form I9
October 26th, 2017 
Personnel Files
October 26th, 2017
December 12th, 2011 at 8:46 pm
Hi…How do you do the above computation basing on hours worked? we work 44.5 hrs per week. Please do the computation for prorated leave on Year 2011 for an employee who is hired on April 18, 2011.
Thanks.
December 13th, 2011 at 5:55 am
Hi Irene! We would need to know how much leave the employee would receive each year, to figure the prorated leave. However, this employee worked about 36 weeks this year. If you multiply total vacation time by .6923, that will give you the prorated amount. For each 40hour “week” of paid vacation, this employee is entitled to 27.69 hours of prorated vacation. HTH, and thanks for reading the blogs!
December 16th, 2011 at 8:35 am
Hi teena! Sorry about the late reply — we did not see your message until today. An employee hired on April 18 would have worked about 37 weeks during the year, so she would be entitled to 37/52 of the annual vacation that your company offers. You could multiply the hours of vacation by 0.7115, to figure out how much vacation this employee was entitled to. If you offer one week (40 hours) of annual vacation,this employee would be entitled to 28.46 hours.
Usually hours worked are irrelevant. Normally, employers only pay 40 hours of vacation per week, even if the employee averages 50 or 60 hours per week. However, if your company is very unusual and offers 44.5 hours of vacation per “week”, the employee would be entitled to 44.5 x 0.7115 = 31.66 hours of vacation.HTH, and thanks for reading the blogs!~ Caitlin
April 16th, 2013 at 1:38 pm
We are currently on an anniversary date basis for vacation. Hired 8/1/2010…you get your 2 weeks of vacation on 8/1/2011, then 8/1/2012. We have a new boss, transitioning everybody to a January 1st basis.
I need help figuring out how to make this transition. My thought is that on 8/1/2013, they would receive what they would normally have received. Now, how do I get them to January?
April 20th, 2013 at 2:54 pm
Hi Lois,
Assuming 2014 will be a transition year, which means that employees will receive a onetime adjustment in their vacation pay, prorated based on their anniversary date. That vacation can be used until December 2014.
On January 1, 2014 employees will be awarded prorated vacation based on the length of time between their 2013 anniversary date and December 2013. In this way, the employees do not lose any vacation time – it is just awarded in January 2014 rather than later in the year on their anniversary date.
Thank you for reading the Humanresourceblog.com
December 4th, 2013 at 9:07 am
Good morning, we have new exec. dir. coming on board and was wondering for a pt working 18 hrs/week if prorating for 11 paid holidays they would be paid for on all 11 holidays. So 11 x 18 = 198 paid Holiday hours ???? and since on any given day employee works 6.5 hrs…11 x 6.5 = 71.50 which is way less than 198. Is this right?
December 4th, 2013 at 7:35 pm
Hi Patti,
You have to calculate the proportional amount of holiday hours. First, identify the full time equivalent amount of holiday time. Assuming a standard full time employee works 40 hours per week or 8 hours per day, the full time equivalent accrual would be 88 holiday hours per year (8 hours per day x 11 holidays). Next, calculate the proportion of full time hours to be worked by the part time employee. In this example, the employee will be working 18 hours per week and, again, assuming a 40 hour full time equivalency the employee would be working 45% of the full time hours (18 part time hours/40 full time hours x100). The part time employee would be entitled to 45% of the total holiday hours or 39.6 hours (88 full time holiday hours x 45%).
April 14th, 2014 at 8:34 pm
An employee hired on March 17, 2014, how do I calculate their vacation. What is the formula?
Thanks.
April 30th, 2014 at 8:47 am
Hi Riena,
We’re sorry for the delayed reply. It’s hard to give you an exact calculation without knowing the specifics i.e. amount of time offered, hours per week worked etc.
We’ll assume 3 weeks vacation, five day workweek and 40 hours worked per week. Number of vacation days offered (15) x hours worked per day (8) = 120 hours of vacation. Divide total number of vacation hours (120) by number of weeks in a year (52) = 2.308 hours of vacation earned per week. The employee started working approximately 11 weeks into 2013 (rounded up); thus, it’s assumed he’ll work 41 weeks (the remainder of the year). Hours of vacation earned per week (2.308) x weeks remaining in year (41) = 94.62 hours of vacation for the remainder of the year. HTH.
January 15th, 2015 at 10:33 am
We give 10 days vacation after one year of service. We need to prorate to get the employee on a calendar year schedule after that one year of service. DOH is July 2014. How would this be prorated? All other employees are already on calendar year schedules.
January 15th, 2015 at 1:45 pm
Hi Leah,
The same calculation used above can apply in your case.
Number of vacation days offered (10) x hours worked per day (8) = 80 hours of vacation. Divide total number of vacation hours (80) by number of weeks in a year (52) = 1.538 hours of vacation earned per week. The employee started working an estimated 24 weeks into the year; thus, it’s assumed he’ll work 28 weeks (the remainder of the year). Hours of vacation earned per week (1.538) x weeks remaining in year (28) = 43.06 hours of vacation for the remainder of the year. Thus, in July 2015 he would receive 43.06 vacation hours to cover him until January 1, 2016. HTH!
January 19th, 2015 at 9:02 am
At their one year service date – not before, they are awarded 10 days vacation. So, July 2015 they should receive 10 days – which they can take at any time. I think the pro ration would take place for the time between July and December. Are you saying that the 43.06 vacation hours is in addition to the 10 days and then in January 2016 they get another 10 days?
September 15th, 2016 at 1:40 am
Hi! I would just like to ask how to calculate the prorata of employee who works 40 hours per week.
He has 15 days Vacation Leave and 5 days of Sick Leave, given that his anniversary for regularization is on April 27, 2017. And his anniversary of date hired is on October 15, 2016. I hope you can help me on this.Thank you!
September 16th, 2016 at 1:17 pm
Hi Christine,
Divide the total number of vacation hours (120) by number of weeks in a year (52) = 2.307 hours of vacation time earned per week. I’m assuming you need to know how much time he would accrue from October 15, 2016 to April 27, 2017. There are 26 weeks in this timeframe. Hours of vacation earned per week (2.307) x weeks of vacation entitlement (26) = 59.982 hours of vacation. So, the employee would earn 59.982 vacation hours from October 15, 2016 to April 27, 2017. If I misunderstood the question, simply input the correct numbers in the calculation. The same calculation can be used for sick time. Also, make sure to set a standard rounding practice.
HTH!
November 14th, 2017 at 8:32 am
Hello,
This is our time off policy as shown for employees to read over displayed on their time clock portal.
You are eligible to receive up to 24hours of PTO after 6 months of employment. On your first anniversary, you receive a prorated amount of PTO upto 80hours. After that, EVERY January 1st, you will be granted PTO hours based on your tenure – maxing out at 120 hours on your 4th year anniversary. These hours DO NOT rollover/carryover.
Said employee was hired on Oct 30, 2016. She has used the 24 PTO hours awarded after her 6th month anniversary. How do I calculate the remainder of allotted vacation hours given an average of 40 hours/wk?
November 20th, 2017 at 1:41 pm
Hi Natali,
I’m not clear on what the employee’s annual PTO entitlement is. So, let me give you an example and hopefully it helps.
Let’s say employees receive 2 vacation weeks per year. Two weeks vacation per year calculates to 80 hours of vacation time (assuming employees work 8 hours a day, five days a week). Divide total number of vacation hours (80) by number of weeks in a year (52) = 1.538 hours of vacation earned per week.
Employees are eligible for vacation time after they complete six months of employment. They receive 40 hours of vacation time on their six month anniversary to cover them for the remainder of their first year of employment.
On their first year anniversary they receive a prorated amount of vacation time to cover them until January 1st of the following year.
An employee’s anniversary date is October 30th. They’re entitled to receive enough vacation time to cover them until January 1st. This is a 9 week period. So, they’re entitled to 13.842 hours of vacation time. 9 weeks x 1.538 hours of vacation time earned per week = 13.842 vacation hours.
Let’s say the employee has already used 45 hours of vacation time. She would then be only entitled to 8.842 hours. 40 hours awarded at the six month anniversary + 13.842 hours awarded on the first anniversary – 45 hours used = 8.842 hours remaining.
HTH!