Calculate Annual leave entitlement if you start or leave during the year

How HRLocker Pro-Rates Annual Leave When an Employee Starts or Leaves Mid-Year

When an employee does not work the full annual leave year, because they start partway through the year or leave before the year ends, HRLocker automatically calculates a pro-rated annual leave entitlement.

This ensures the employee receives the correct amount of leave based on how much of the working year they actually worked, using their assigned working pattern.

This article explains how pro-rating works in HRLocker and includes a full example using the 2025 leave year.

How Pro-Rating Works in HRLocker

HRLocker calculates pro-rated annual leave based on:

• Full annual leave entitlement

  • You always enter the full-year entitlement, even if the employee is not present for the full year.

• Start Date and/or End Date entered in HRLocker

• Total working days in the leave year

Once the proportion of the year worked is established, HRLocker applies that percentage to the full entitlement.

HRLocker always rounds up

Final pro-rated totals are rounded up to the nearest half-day, in favour of the employee.

Accrued Employees

No pro-rating applies to employees on “accrued leave”

They earn leave only for time actually worked.

Example: Pro-Rated Leave for 2025

Scenario

• Full annual leave entitlement: 20 days

• Leave year: 1 January - 31 December 2025

• Employee works: 1 January - 31 October 2025

• Working days in Ireland in 2025: 254

• Actual working days: 212

Frequently Asked 

HRLocker will automatically pro-rate leave

Based on:

• Start date

• End date

• Full-year entitlement

The same logic applies to employees starting mid-year

Employees using accrued annual leave do not require pro-rating

Their entitlement builds only for worked time.

Useful Resource

To manually check or confirm working-day counts for verification:
https://www.timeanddate.com/date/workdays.html