How to calculate the number of vacation days?

How to use the calculator

Instructions for using the vacation days calculator

Change the data in the "Duration of annual leave" field if you have a different duration. Also enter the number of days used if you know it.
In the Hiring Date and Estimated Date fields, enter your dates. The settlement date is the date on which you want to receive a settlement. These fields are required.
The data entered into the fields of the tables “Absence from work without reason” and “Parental leave” will proportionally deduct vacation days.
The data entered into the fields of the “Leave without pay” table will also proportionally deduct vacation days with the exception of the first 14 calendar days in each year.
Click "CALCULATE". You can save the result as a doc file.

Please also take into account:

Use the Today button (circle with a dot) to quickly insert the current date.
Use the appropriate buttons to add, delete and clear required fields for faster and more convenient entry and change of information.

How to calculate the number of vacation days?

The duration of the break provided at each enterprise is calculated individually, however, no annual leave by law can be less than 28 days.

To correctly calculate the exact number of days allotted for rest from the work process, it is necessary to establish the absence or presence of reasons for changing the duration of leave for a particular employee.

The calculation period takes into account the time fully worked by the employee.

How to calculate days of unused vacation - filling out the fields

The online calculator has five lines to reflect the initial data:

1 - the first date is the day of employment with this employer. Enter the date in digital form - two digits for the date, two for the month, four for the year. You can enter the day manually, or select it on the calendar that appears when you click on the line.
2 - the second date is the day on which the calculation of non-vacation leave is carried out, for example, the moment of dismissal of an employee or another. You can also enter the date in the correct format manually or select it from a calendar.
3 - the third line is intended to reflect the number of rest days taken during work with the employer in this organization; you should add up all periods of annual leave and indicate the resulting number in line 3.
4 - the fourth line is necessary to indicate the number of days excluded from the vacation period; the law provides for periods that do not give the right to paid rest, these include maternity leave, time off at your own expense (only those that exceed 2 weeks per year), absence from work without good reason. You should count the total number of such days and enter the resulting number in line 4.
5 - the fifth line is the duration of paid leave in days, in general it is 28 days, but sometimes this parameter can change. If you are in doubt about the duration of your vacation, look at the employment contract, where this duration is always specified in the appropriate clause.

After filling out the indicated five lines of the calculator, you will receive the answer: the indicator of vacation experience and the number of unused days of rest.

Vacation experience is the time spent working in a specific organization, which provides the right to paid rest. Each month allows the employee to rest 2.33 days (if the year is 28 days).

Example of online calculation of days not taken off

We will calculate the unused days of employee Potapov in connection with his dismissal from work.

Data for calculations:

Potapov was accepted into the company on September 10. 2021, and quits on November 25. 2019.

During my work I managed to take two vacations of 28 days each.

In the period from 10 Sep. 2021 to 09 Sep. 2021 took 28 calendar days off at his own expense.

Fill in the lines of the online calculator:

1 - click on the line and find the date 09/10/2016;
2 - similarly click on the second field and find 11/25/2019;
3 - indicate 56 (28 + 28);
4 - we contribute 14 (during the first working year, Potapov took 28 days off at his own expense, 14 of which are not included in the vacation period);
5 - leave 28.

As a result of the calculations, we obtain a vacation period of 3 years, 2 months and 2 days, and the duration of unused vacation = 32.67 days.

32.67 days can be rounded, but only up to 33 days.

Formulas and rules

Sometimes it is important not only to calculate the required value in an online calculator, but also to understand where such numbers come from.

The annual duration of leave is granted to an employee not for the calendar year of work, but for the working year - from the date of hiring.

This point imposes certain features on determining length of service:

first, the first working year is taken from the date of employment, the completion date is determined taking into account unaccounted periods - this is 12 full calendar months of service;
then the second year is taken, the date of its completion is determined - this is another 12 months;
further calculations are carried out by working years until the date of calculations arrives;
the result is the length of service in months. Remaining days less than 15 are discarded, days 15 or more are rounded up to a full month.

In the case of calculating unused vacation, you should proceed in the following order:

Calculate the length of service (from the date of acceptance into the organization to the day of calculations, inclusive). If there are periods that are not included, they should be skipped, postponing the end of the working year.
Determine how many days of vacation are due for each full month worked (divide the annual duration by 12).
Multiply the number of months of service by the number of vacation days provided in one month - as a result, we get the total number of vacation days that the employee earned during his work.
To determine days not taken off, subtract those already used from the total duration from step 3.

Example:

Let's continue the example given above and calculate unused vacation for it without using an online calculator.

Period for calculating length of service: 09/10/2016 - 11/25/2019:

Calculation formula

Vacation pay is calculated according to the formula:

Vacation pay = Average daily earnings x Duration of vacation in calendar days

Note! The correctness of calculating average daily earnings depends on:

the amount the employee will receive during the rest period;
the amount of personal income tax that the employer will transfer to the budget;
the amount of contributions accrued towards vacation pay.

To correctly calculate your average daily earnings, follow the algorithm presented below.

Basic Concepts

The need to calculate vacation days arises in two cases: if an employee goes on vacation and if an employee resigns. In the second option, the employee is paid special compensation.

Basic aspects related to the appointment of leave are recorded in the Labor Code. In particular, Article 115 indicates that all citizens who have entered into an agreement have the right to funded regular leave.

Article 124 of the Labor Code of the Russian Federation states that the rest period can be increased if during it the employee fell ill or carried out government orders. In fact, at this time the person could not restore strength. In most cases, vacation is simply extended by a certain number of days or postponed to another period. A period of more than twenty-eight days is assigned to the following categories of citizens:

minors;
civil servants;
people involved in the educational field;
persons with a disability group;
workers employed in regions with a special climate (Far North).

It is important to know! Also, each employer has the right, at its own request, to increase the duration of vacation in a calendar period for its employees.

How to use the vacation days calculator

Using the calculator is quite simple. The calculation was made in the familiar Excel program.

All you need to calculate vacation is:

Indicate the date of employment;
Mark your previous vacation days.

Excel will automatically calculate the amount of accrued and used vacation, and also show how many vacation days are still due on the current date.

You can simply download the file (it won’t be difficult to understand) or read the article to the end and understand how to make it yourself.

Periods not included in the vacation period

The following are not included in the vacation experience (Article 121 of the Labor Code of the Russian Federation):

parental leave until the child reaches 3 years of age;
vacation at your own expense exceeding 14 calendar days;
the time the employee is absent from work without good reason.

Days excluded from the vacation period shift the end of the employee’s working year (Letter of the Ministry of Labor of Russia dated October 18, 2016 N 14-2/B-1045). For example, an employee was hired on April 11, 2019. From 09/05/2019 to 09/23/2019 he took unpaid leave. If this employee’s vacation were 14 calendar days or less, then the working year would end on April 10, 2020. And since the vacation lasted 19 calendar days, the end of the working year will shift by 5 days (19 days - 14 days), respectively, for vacation purposes the employee’s working year will end on 04/15/2020.

How are billing periods determined?

When calculating vacation for employees, not all days of work in the company may fall into the calculation period.
So, all days are subject to exclusion when:

average earnings were calculated, for example, the employee was on a business trip;
absence was registered due to being on sick leave or maternity leave;
days without pay were registered;
additional days were taken to care for a citizen with disabilities;
there was liberation from labor;
there was an impossibility to carry out their functions due to any circumstances beyond the control of the administration and the employee himself. For example, a power outage;
days of downtime, including through the fault of the employee - days of forced absence due to illegal dismissal; suspension from work of an employee who did not undergo a medical examination through no fault of his own (Letter dated April 10, 2019 N 14-2/B-260).

Days that are not taken into account when calculating the number of vacation days: time the employee is absent from the workplace without good reason; suspension from work in accordance with Article 76 of the Labor Code of the Russian Federation; time of parental leave (except for the situation if the employee(s) does not work part-time) (Article 121 of the Labor Code of the Russian Federation).

An example of calculating vacation days will be as follows, if the employee worked for 1 year, but at the same time days without pay were registered for a duration of 20 days (rounded up to 1 month):

We calculate the number of days in 1 month: 28 days / 12 = 2.33 days;
We determine the number of days due: 2.33 days * (12 months - 1 month) = 25.63, that is, 26 days.

If an employee falls ill while on vacation, the time away from work may be extended in proportion to the days of illness. In this case, days of actual rest will be excluded from the calculation period, and days spent on sick leave will be taken into account. Also, leave is extended in case of performance of government duties, where exemption from work is provided (Part 1 of Article 124 of the Labor Code of the Russian Federation).

The situation with dismissal and employment there (even if this is done the next day) will look somewhat different. In this regard, the billing period will be calculated from the moment of the last employment, since upon dismissal (termination) of an employment relationship, a citizen is subject to payment of compensation, which may include compensation for unused vacation. Accordingly, when you are hired again, you should not count on the provision of any days of rest, taking into account the time before dismissal.

If a reorganization occurs at the enterprise (change of name, merger with another company, etc.), the actual termination of the employment relationship does not occur. Accordingly, all periods before the date of changes in the company will be taken into account when planning holidays.

You should be aware that holidays and weekends are included in the period calculation.

In order to correctly calculate the number of vacation days, you should know the total number of vacation days at a particular enterprise and calculate the number of days per month. Next, by multiplying these days and the number of hours actually worked, the required result will be obtained.

Vacation pay and maternity leave in 2020

If an employment contract has been concluded with an employee, then annual leave after maternity leave and vacation pay are guaranteed. Paid rest time is provided to all workers without exception. Moreover, for some categories of citizens, other categories of leave are provided. These are days exceeding the standard 28-day rest, which is provided to employees for work under special conditions. In addition, guarantees are provided for pregnant women, mothers, fathers, guardians, adoptive parents and other relatives raising young children.

Holiday category	Description
Paid (main and additional)	This is standard rest guaranteed by labor legislation. For each fully worked year, the employee is entitled to 28 days or more. Additional vacation days are established on various grounds, depending on working conditions, profession, position and other criteria.
Unpaid	People call these days “no pay” or “no pay.” It is provided upon a written application from the employee, but requires mandatory approval from management. The duration and conditions of the unpaid period are established by agreement.
Maternity leave - for pregnancy and childbirth	An employee preparing to become a mother is guaranteed maternity leave. In standard situations, the BiR maternity leave lasts 140 days. For example, with a singleton pregnancy and uncomplicated childbirth. If a woman is preparing for the birth of two or more babies at once, then the maternity leave is extended to a maximum of 194 days.
Maternity leave - child care	A newborn needs constant care and attention. To meet the needs, a child care period of up to 3 years is provided. Not only the mother, but also any other relative who actually cares for the newborn can apply for leave.

An employee with whom an employment contract has been drawn up has the right to apply for any of the four categories of rest.

About the calculator for calculating the number of vacation days

The vacation days calculator will easily allow you to find out how many days of vacation the employee has accumulated at one time or another.

Legislative basis for calculating vacation days

The calculation of vacation time is made in accordance with Art. 121 of the Labor Code of the Russian Federation.

Why know your vacation record?

The time spent working for one employer, which gives the right to take annual leave, which will be paid, may be needed not only to directly calculate this period, but also to know how many days are subject to compensation upon dismissal.

What is included in the vacation experience?

An employee who works continuously for the same employer will be entitled to annual leave, taking into account the following periods:

the time when he actually performed his duties;
periods when the employee was absent from work, but his place was retained (vacation, sick leave, maternity leave, military service, etc.);
weekends and other non-working days;
forced absence from work due to illegal dismissal;
suspension due to untimely completion of a medical examination (if this is not the employee’s fault);
additional administrative leaves (no more than two weeks per calendar year).

IMPORTANT! Changes were made to the legislation regarding the accrual of length of service during administrative leave:

from 12/30/2001 to 10/05. 2006, no more than 7 days of vacation at your own expense per year were taken into account;
from 10/06/2006 this limit increased to 14 days.

What is not included in the vacation experience

Some periods of time will not be taken into account when calculating the length of service required for leave, namely:

employee absenteeism;
suspension due to alcohol, drug or toxic intoxication;
denial of permission to work due to ignorance or failure to pass safety regulations;
the employee did not undergo a mandatory medical examination due to his own fault;
inability to perform work according to a medical report;
termination of a license required for work (for example, a driver’s license, a weapons permit, etc.);
leave to care for a child over 1.5 years old.

Counting Features

The basis is the duration of annual leave of 28 days, unless otherwise established for special categories of employees.

In the first year of work, the minimum length of service to be able to go on vacation must be at least six months. This is not included in the calculator, just keep it in mind.

In case of dismissal, employees who have worked for at least 11 months will be able to receive 100% compensation for unused vacation days.

If an employee went on vacation before 11 months of continuous work and was then dismissed, then part of the vacation pay received in advance upon dismissal will have to be returned to him.

It is prohibited not to take annual leave for more than 2 years in a row.

It is allowed to break the vacation into parts, but one of the parts should not be shorter than 2 weeks.

How to pay for vacation if an employee has worked for 8 months – Lawyers

Exclusion of this period from the calculation of vacation time is possible if the employer has documents proving the employee’s guilt.

The length of time the employee is on maternity leave. However, here we will make a reservation that in the case when an employee works part-time, having taken parental leave, then the calculation of his leave period is standard. Changing the type of working time does not impose any restrictions on the right to receive leave.
Vacation periods “at your own expense”, that is, without saving earnings, received in excess of the 14 calendar days per year established by law. This rule also applies to employees who have worked in the organization for less than a year.

This is the amount the employee will receive for each day of his official vacation.

Important

You should also not forget that if you quit, for example, 11 months or less after employment, you will have to pay back all the funds previously issued for vacation, since they were received, as it were, on credit.

Back to content Duration of vacation Average daily earnings, as mentioned above, are paid for each day of rest.

At the same time, public holidays and official non-working days are not taken into account in the duration of vacation and, accordingly, are not paid.

Attention

That is, an employee with an average daily earnings of 567 rubles, who will rest from December twenty-eighth to January third, will officially go on vacation for five days and receive 2,835 rubles for this time period.

It must be remembered that rest after the first six months of work is due in full, established at the enterprise.

How to calculate vacation money correctly?

Accounting for maternity leave and leave without pay when calculating the annual regular rest We know that maternity leave is divided into three parts: 1 part – prenatal and postnatal leave, which is given to a woman on the basis of a certificate of incapacity for work for a period of 140 to 194 days, depending on the complexity of childbirth and the number of children born at the same time; Part 2 - upon the birth of a live child, after the end of postnatal leave, at the request of the mother or other close relative of the baby, parental leave is issued until the child reaches one and a half years old, when the actually able-bodied family member caring for the baby receives a cash benefit; Part 3 is unpaid parental leave, when you are given the opportunity to be at home with the child until he turns 4.5 years old.

How to calculate how many vacation days an employee is entitled to

In such cases, you need to add up all the days of the main and additional vacations, and then calculate the number of vacation days that are earned in 1 month. A practical example of calculation using numbers. The main vacation lasts 28 calendar days.

According to the Labor Code of the Russian Federation, an employee is given another 3 days to the vacation for an irregular working day (this is the minimum number). 

The number of vacation days per month of work will be: (28+3)/12 = 2.58 vacation days.

Almost always this is a number with a fraction. Only seasonal workers and those who work under employment contracts concluded for a period of less than 2 months are paid compensation at the rate of: 2 working days for 1 month of work (Art.

291 and art. 295 Labor Code of the Russian Federation).

How to calculate vacation pay for less than a full year?

The employee retains his job and position, but this time is included only in the total length of service and is deducted from the insurance period, which gives the right to a pension.

Just as for calculating preferential length of service, only the postpartum and prenatal periods provided to a woman on the basis of medical reports of incapacity are taken into account for leave.

The rest of the time spent caring for a child, when a woman (another family member who has applied for parental leave at the organization where she works) receives benefits or sits at home with the baby for free, is not taken into account for the provision of annual leave. After returning to work from maternity leave, the work experience for vacation will be earned again.

If an employee uses the right to free leave only if the person does not work for two weeks, this will not in any way affect the subsequent accounting of the time of the next rest.