01
12.07% accrual of the hours worked in each pay period
(leave years from 1 April 2024), with the GOV.UK rounding to the nearest hour
For employers with irregular-hours & part-year staff
7 reasons to stop working out holiday pay by hand
Zero-hours, casual and term-time staff build up holiday at 12.07% of the hours they work, and their holiday pay must be worked out from their average pay over the last 52 paid weeks. Get either wrong and staff are underpaid. This calculator does both after every payroll run and checks every holiday payment.
- Excel & Google Sheets, no macros
- Example + blank file
- Start-here guide
- One-off price, no subscription
Screens from the included example file. All names and figures are fictional.
12.07%accrual, GOV.UK rounding
52week reference period
60workers, 2,500 pay periods
0macros, add-ons or subscriptions
The list
Why a ready-made calculator beats paper and a blank spreadsheet
02
52-week reference period
Average pay per hour over the last 52 weeks in which the worker was paid, with weeks off sick or on statutory leave left out and earlier weeks used, never more than 104 weeks back. Workers with fewer weeks use the weeks they have
Get the calculator · £13.99 Instant download · Excel & Google Sheets
03
Holiday pay check on every payslip row
Holiday pay due vs paid, with Underpaid £x.xx, Enter holiday pay paid, or Rolled-up (in pay)
Holiday Pay Check tab
Pick a worker and a holiday date to see every paid week used, the average weekly pay and hours, and the holiday pay due
Two methods per worker
Accrue & take (paid when taken) or rolled-up holiday pay (12.07% of pay as a separate payslip line)
Running balance per worker for the leave year, holiday pay owed for the balance in £
Leavers flagged for pay in lieu
Worker Holiday Statement
Pay period by pay period, ready to print or keep as a record
Get the calculator · £13.99 Instant download · stuck? Email us for help
Compare
Three ways to keep these records
| Feature | Paper or notes | A blank spreadsheet | This calculator |
|---|---|---|---|
| 12.07% accrual of the hours worked in each pay period | ✗No | ~ If you build it | ✓ Built in |
| 52-week reference period | ✗No | ~ If you build it | ✓ Built in |
| Holiday pay check on every payslip row | ✗No | ~ If you build it | ✓ Built in |
| Holiday Pay Check tab | ✗No | ~ If you build it | ✓ Built in |
| Two methods per worker | ✗No | ~ If you build it | ✓ Built in |
| Cost | Free, plus your time | Free, plus your time | £13.99 once |
What's inside
Everything you download
3 files
- XLSX UK-Holiday-Pay-Irregular-Hours.xlsxfilled with fictional example data (6 workers, 2 years of pay periods) so you can see how it works
- XLSX UK-Holiday-Pay-Irregular-Hours-BLANK.xlsxan empty copy, ready for your own workers
- PDF Start-here.pdfone-page quick-start guide, including how to open it in Google Sheets
Also included
- Dashboard: active workers, hours, holiday accrued and taken, rolled-up pay, a "What needs your attention" list and 3…
- Checks for unknown workers, dates that are not dates, duplicates and text in number columns
- Room for 60 workers and 2,500 pay periods
Good to know
- A Health check on the Start Here tab and a Check/Status column on every log flag missing or odd entries
- From 6 April 2026 employers must keep records of holiday taken, carried over, holiday pay and pay in lieu for 6 years (Working Time Regulations 1998 reg. 16B)
- Not covered: holiday that builds up during sick or family leave (worked out from average hours), and the 28-day yearly cap is not applied for you
- Dates show as DD/MM/YYYY
Is it right for you?
Made for some, honestly not for others
A good fit if you…
- UK small businesses with irregular-hours or part-year staff: pubs, cafés, events, care, cleaning, schools and clubs
- use Excel or Google Sheets on a computer
- want to pay once, not another subscription
Not for you if you…
- need Apple Numbers or mobile-only editing
- want someone to do the records for you
How it works
Three steps, about 5 minutes to set up
- 1
Set up once
Settings (your leave year and rounding) and one row per worker (about 5 minutes)
- 2
Add every payslip
Hours, pay, holiday taken and holiday pay paid, with sick or statutory leave weeks marked
- 3
Check and pay right
Use the Holiday Pay Check before paying holiday, and fix anything the Dashboard flags
Microsoft Excel2010 or newer (Windows & Mac) and Microsoft 365
Google SheetsFree Google account. Upload the .xlsx, then set the locale to United Kingdom
0
No macrosNothing to enable, no add-ons or subscriptions. Not designed for Apple Numbers or mobile-only editing. A computer is recommended
- Instant download
- Example + blank file
- Start-here guide
The offer
Ultimate UK Holiday Pay Calculator
£13.99one-off · no subscription
- Filled with fictional example data (6 workers, 2 years of pay periods) (UK-Holiday-Pay-Irregular-Hours.xlsx)
- An empty copy, ready for your own workers (UK-Holiday-Pay-Irregular-Hours-BLANK.xlsx)
- One-page quick-start guide, including how to open it in Google Sheets (Start-here.pdf)
- Licensed for use within one business or household
Price includes VAT where applicable — calculated at checkout. Secure checkout by Payhip.
14-day money-back guaranteeIf the template doesn't work for you, email info@phkmedia.co.uk within 14 days of purchase and we'll refund you in full — no hoops.
Questions? Email info@phkmedia.co.uk
Stuck after you buy? We'll help you set it up.
Digital download, nothing is posted. This calculator is a calculation aid, not legal or payroll advice. Terms & licence.
Bundle
Also in 2 bundles with related tools
Employer Complete BundleIt's Monday, someone has called in sick, a new starter needs a right to work check, the tronc is due and the fire alarm test was last week, or was it?
£84.99£137.90 one by one
HR & Absence BundleWho is off next week, whose sickness is becoming a pattern, what holiday pay is your casual worker owed, and whose forklift ticket runs out this…
£42.99£69.95 one by one
14-day money-back guarantee
If the template doesn't work for you, email info@phkmedia.co.uk within 14 days of purchase and we'll refund you in full — no hoops.
Full policy in our Terms.
FAQ
Questions people ask
Does it run payroll?
No. It works alongside your payroll: copy the hours and pay from each payslip.
Does it work on a phone?
You can view it in the Google Sheets app, but entering data is easiest on a computer.
What if it doesn't work for me?
You're covered by our 14-day money-back guarantee. If the template doesn't work for you, email info@phkmedia.co.uk within 14 days of purchase and we'll refund you in full — no hoops.
What happens after I pay?
This is a digital product. Nothing physical will be shipped. Your download link appears straight after checkout and is also emailed to you.
Can I get help if I'm stuck?
Yes. Message us at info@phkmedia.co.uk and we'll help you set it up.