Excel

Excel Skills
Skills || Annual
Annual Leave
Leave Template
Template

About
About this
this template
template
This
This template
template enables
enables users
users to
to control
control the
the annual
annual leave
leave entitlement
entitlement of
of employees
employees and
and to
to calculate
calculate aa provision
provision for
for
template
can
be
used
to
calculate
annual
leave
balances
for
any
12
month
period
that
is
specified
by
the
template can be used to calculate annual leave balances for any 12 month period that is specified by the user
user after
after wh
wh
rolled
rolled forward
forward for
for the
the next
next 12
12 month
month period.
period. After
After recording
recording the
the opening
opening balances
balances and
and annual
annual leave
leave entitlement
entitlement of
of all
all emp
em
by
by each
each employee
employee can
can simply
simply be
be recorded
recorded and
and the
the template
template automatically
automatically calculates
calculates the
the leave
leave days
days due
due for
for ea
ea
outstanding
outstanding leave
leave liability.
liability.
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About
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file
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document is
is only
only aa sample
sample of
of the
the annual
annual leave
leave template.
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es
es and
and to
to calculate
calculate aa provision
provision for
for the
the annual
annual leave
leave liability.
liability. The
The
that
is
specified
by
the
user
after
which
the
template
can
that is specified by the user after which the template can easily
easily be
be
nd
nd annual
annual leave
leave entitlement
entitlement of
of all
all employees,
employees, the
the leave
leave that
that is
is taken
taken
culates the
lculates
the leave
leave days
days due
due for
for each
each employee
employee and
and the
the overall
overall

ware
ware solutions
solutions than
than regular
regular Excel
Excel templates.
templates. Most
Most Excel
Excel templates
templates
eports
based
on
limited
user
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eports based on limited user input. You also don't need advanced
advanced
input
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include comprehensive
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by step
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d this
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and features
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e full
he
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Excel Skills | Annual Leave Template

Instructions

www.excel-skills.com

This template enables users to control the annual leave entitlement of employees and to calculate a provision for the
annual leave liability. The template can be used to calculate annual leave balances for any 12 month period that is
specified by the user after which the template can easily be rolled forward for the next 12 month period. After recording the
opening balances and annual leave entitlement of all employees, the leave that is taken by each employee can simply be
recorded and the template automatically calculates the leave days due for each employee and the overall outstanding
leave liability.
The template includes the following sheets:
Leave - when an employee takes leave, the number of days that is taken should be recorded on this sheet.

Summary - the opening leave days, annual leave entitlement and gross monthly salary of each employee should be
recorded on this sheet and the accrued leave, leave days taken, leave days due and the leave provision for each
employee are automatically calculated. The reporting periods that are included in the template are determined by the star
date that is entered in cell E2.
Monthly - this sheet includes a 12 month summary of the leave that is taken by each of the employees that are added to
the Summary sheet.

Template Set-up

The first step in customizing the template for your business is to specify the template start date in cell E2 on the Summary
sheet. The date that is entered in this cell determines the 12 month period that is included in the template and the end
date that is calculated in cell E3 indicates the last day that will form part of this period.

Note: The first day of the appropriate financial year should always be specified as the template start date because the
calculation of the accrued leave days are based on the date that is specified in this cell. This means that even if you
initially intend to use the template for only a portion of a financial year, you still have to enter the first day of the appropriate
financial year as the start date. Also note that if you enter any start date other than the first day of the particular month, the
leave calculations will be based on the date that you enter - all the entries before this date will be ignored.

The next step in customizing the template is to specify the number of public holidays that is included in the 12 month
reporting period that is indicated by the start and end dates in cells E2 and E3. The number of holidays only forms part o
the calculation of the leave provision in column J and has no influence on the leave days calculations.

The work days calculation in cell G3 reflects the number of business days in the particular 12 month reporting period afte
deducting the number of holidays in cell G2. This calculation only forms part of the leave provision calculation in column J
and has no influence on the leave days calculations.

Note: The number of work days (or business days) excludes all the weekends that form part of the reporting period and is
calculated by using the NETWORKDAYS function. In Excel 2003, this function is only available if you've installed the
Analysis Toolpak. If this Excel add-in is not installed, the function calculation will result in an error and the number of work
days will then be set to an average value of 260.

After completing the two initial template set-up steps, all the appropriate employees should be included on the Summary
sheet. The following details are required for each employee:

Employee Code - a unique employee code should be entered for each employee in column A. We recommend that you
use the employee number as per your payroll system for this purpose. If your payroll system does not include unique
employee numbers, you can use any unique numbering system.

Page 3 of 10

Excel Skills | Annual Leave Template

Instructions

www.excel-skills.com
Employee Name - enter the name of the employee in column B.

Department Code - enter a department or group code for each employee in column C. The code that is entered in this
column will enable you to use the Auto Filter feature in order to filter employees by group or department and to calculate a
leave provision for each group or department.
Monthly Salary - enter the gross monthly remuneration of each employee in column D. This amount forms part of the
leave provision calculation.
Leave Entitlement - enter the annual leave entitlement of each employee in column E. This is the number of days o
annual leave that each employee is entitled to for the particular financial year.

Opening Leave Days - enter the number of leave days that each employee has accrued as at the first day that is included
in the template calculations. If the template is used for a full financial year, the opening leave days that are specified
should equal the leave days due at the end of the previous financial year. If the template is used for only a portion of the
financial year, the opening leave days as at the first day that is included in the template calculations should be entered in
this column.

Note: Columns G to J contain formulas that calculate the leave accrued, leave days taken, leave days due and the leave
provision for each employee. The formulas in these columns should be copied for all new employees that are added to the
Summary sheet.

Leave Accrued - the number of leave days that is accrued by each employee from the template start date to the end o
the period that is selected from the list box in cell J2 is calculated in this column. This calculation is based on the
employee's leave entitlement that is specified in column E and the number of monthly periods that is included in the date
range from the template start date to the period that is selected in cell J2. The number of elapsed monthly periods is also
reflected in cell J3.

Leave Days Taken - the number of leave days that have been taken by each employee is calculated based on the leave
days that are entered on the Leave sheet. This calculation only includes the leave days taken between the template star
date and the end of the period that is selected from the list box in cell J2.

Leave Days Due - the leave days that are due to each employee is calculated in column I. The balance as at the end o
the period that is selected from the list box in column J is reflected in this column and is calculated by adding the leave
accrued to the opening leave days and deducting the leave days taken from this calculation.

Leave Provision - the leave provision for each employee is calculated in this column. This amount is calculated by
applying a daily remuneration rate to the leave days due in column I. The daily remuneration rate is calculated by
multiplying the gross salary of the employee in column D by 12 (to calculate an annual salary equivalent) and dividing the
calculation result by the number of work days in cell G3. The leave provision amount that is calculated represents the
amount that should be paid to the employee upon resignation or dismissal (if the leave cannot be taken before the
resignation or dismissal date).

Note: If the calculation of the leave days due in column I results in a negative value, the value is highlighted in orange and
the leave provision amount in column J is nil. The highlighting indicates that the employee has taken more leave than
entitled to (up to the end of the particular reporting period) - the leave of these employees should therefore be closely
monitored bearing in mind that some employees may take most of their annual leave entitlement early on in a financia
year and the accrual of leave in subsequent periods may reinstate a positive leave days due balance. Negative leave days
due balances result in a nil provision amount because it is assumed that excessive leave that has been taken is no
deducted from an employee's salary.

The total leave provision that is calculated for the employees that are included on the Summary sheet is reflected in cel
J4. If a filter is applied to the Summary sheet by using the AutoFilter feature, the total provision amount that is calculated
will only include the filtered records.

Page 4 of 10

Excel Skills | Annual Leave Template

Instructions

www.excel-skills.com

Note: All employee records that are added to the Summary sheet should be included in a continuous cell range otherwise
all employees may not be included in the template calculations. Blank rows should therefore not be inserted between rows
that contain data.

As we mentioned before, the template start date that is specified in cell E2 should always be the first day of the
appropriate financial year but this does not mean that the template cannot be used for only a portion of a financial year
The reason why it is important that the template start date is the first day of the financial year is to ensure that the accrued
leave in column G is calculated correctly. If you want to use the template for a portion of the financial year, you only need
to ensure that the correct opening leave days are entered in column F.

Example: If the first day of a financial year is 1 March and we only want to use the template from July to February, the
template start date should be the 1st of March but the opening leave days for each employee as at 30 June should be
entered in column F on the Summary sheet. The accrued leave in column G will be calculated correctly and if all the leave
that is taken by employees from the 1st of July are entered on the Leave sheet, the leave days due and leave provision
calculations will also be accurate.

Recording Leave Taken

When an employee takes leave, the number of days leave that is taken should be entered on the Leave sheet. The
following columns are included on this sheet:

Date of Leave - enter the date on which the employee's leave commences. All dates should be entered in accordance
with the regional date settings that are specified in the System Control Panel.

Form Number - enter the leave form number. If leave forms are not being used, enter a transaction number instead. We
strongly recommend using leave forms that are numbered sequentially in order to be able to ensure the completeness o
leave input.

Employee Code - select the appropriate employee code from the list box in column C. All employee codes that have been
included on the Summary sheet are included in the list box. For new employees, you will have to add the appropriate
employee code to the Summary sheet before it will be available for selection from this list box.
Number of Days - enter the number of days leave that is taken by the employee.

Employee Name - this column contains a formula that displays the employee name that is associated with the employee
code that has been selected in column C. The formula should be copied for all new rows that are entered on this sheet
The employee name can be used to check whether the correct employee code has been selected in column C.

Note: All the data that is added to the Leave sheet should be included in a continuous cell range otherwise all the leave
that is taken may not be included in the template calculations. Blank rows should therefore not be inserted between rows
that contain data.

The leave data that is entered on the Leave sheet is used to update the calculations in the Leave Taken column on the
Summary sheet and the monthly analysis of leave by employee on the Monthly sheet.

Annual Leave Reporting

The leave days due to each employee and the overall leave provision are both calculated on the Summary sheet. These
calculations are based on the period that is selected from the list box in cell J2. This list box contains 12 monthly periods
which are determined based on the template start date that is specified in cell E2. The calculations on the Summary shee
are automatically updated when a new period is selected from the list box.

Page 5 of 10

Excel Skills | Annual Leave Template

Instructions

www.excel-skills.com

Note: All the calculations on the Summary sheet are automatically updated when a new period is selected from the list box
in cell J2. Users are therefore able to display the annual leave calculations for a previous period by simply selecting the
appropriate period from this list box.

The Monthly sheet includes a monthly analysis of the leave that is taken by each employee as well as the opening and
closing annual leave balances. All calculations are displayed in days. The periods that are included on this sheet are
determined by the template start date that is specified in cell E2 on the Summary sheet.

Note: The Monthly sheet requires no user input. All the calculations on this sheet are automated but only the first 30
employees are included on this sheet by default. The number of employees that are included on this sheet can be
extended by simply copying the formulas in the last row that contains data to the appropriate number of additional rows.

Template Roll Forward

This template includes a 12 month reporting period that is determined by the template start date. When you come to the
end of the initial 12 month period, you will have to roll the template forward for the next 12 month period. The following
steps should be completed in order to roll the template forward:

Make sure that you complete all the input of leave taken before rolling the template forward for the next 12 month period
otherwise the necessary input would need to be repeated in the new version of the template.
Save the template under a different file name in order to create a copy of the current version of the template.

Copy all the leave days due calculations in column I on the Summary sheet and paste the calculations as values in
column F on the Summary sheet. The closing leave balances of the previous period are thereby included as the opening
balances of the new 12 month period.
Enter a new template start date in cell E2 on the Summary sheet. The 12 month reporting period that is included in the
template will be amended automatically.
Update the monthly salary amounts and the leave entitlement values in column D and E on the Summary sheet.

The leave data that has been captured on the Leave sheet can be retained and will not affect the calculations for the
new financial period. If you prefer to delete the entries that relate to the previous 12 month period, you can do so but make
sure that you retain the formula in the first row in column E.

Template Settings

The functionality that has been included in this template uses data validation, conditional formatting and named cel
ranges in order to validate all user input and to produce the reports that form part of this template. Most of the formulas
that are used in this template are based on named cell ranges that include the first 1,000 rows on the Leave and Summary
sheets. When the number of entries that you've recorded on the Leave or Summary sheets reaches this limit, you wil
therefore have to extend the default number of rows in order to include all your entries in the template calculations.

The named cell ranges can be extended by accessing the main Insert menu, selecting Name, and selecting Define in
order to open the Define Name dialog box. The calculations that include the entries on the Leave and Summary sheets
are all based on the "Records" named range. This named cell range includes a default value of 1,000 - you can therefore
extend the number of entries that are included in the template calculations by simply entering a new value for this named
range and clicking the OK button.

Page 6 of 10

Excel Skills | Annual Leave Template

Instructions

www.excel-skills.com

The data validation and conditional formatting features that are used to validate user input on the Leave and Summary
sheets have been implemented in the first 1,000 rows on these sheets. Before you reach this limit, you can simply copy
one of the blank rows before row 1,000 and paste the cells in this row into the required number of rows. This action wil
copy all the data validation and conditional formatting features into the target cell range.

Help & Customization

If you experience any difficulty while using this template and you are not able to find the appropriate guidance in these
instructions, please e-mail us at support@excel-skills.com for assistance. This template has been designed with flexibility
in mind to ensure that it can be used in most business environments. If however you need an Excel based template that is
customized specifically for your business requirements, please e-mail our Support function and provide a brief explanation
of your requirements.

Copyright

This template remains the intellectual property of www.excel-skills.com and is protected by international copyright laws
Any publication or distribution of this template outside the scope of the permitted use of the template is expressly
prohibited. In terms of the permitted use of this template, only the distribution of the template to persons within the same
organisation as the registered user or persons outside the organisation who can reasonably be expected to require access
to the template as a direct result of the use of the template by the registered user is allowed. Subsequent distribution o
the template by parties outside of the organisation is however expressly prohibited and represents an infringement o
international copyright laws.

Page 7 of 10

Annual Leave
Leave Records
www.excel-skills.com

Date of Leave Form Number

Employee
Code

Number of
Days

Employee Name

3/22/2013

53

1000

3.00 A Taylor

4/26/2013

54

1000

3.00 A Taylor

5/3/2013

55

1025

4.00 C Jones

6/20/2013

56

1000

9.00 A Taylor

7/18/2013

57

1050

10.00 W Clark

8/15/2013

58

1020

16.00 M Smith

10/20/2013

59

1035

2.00 T Cook

12/16/2013

60

1025

9.00 C Jones

12/16/2013

61

1035

9.00 T Cook

12/16/2013

62

1050

9.00 W Clark

1/1/2014

63

1020

1.00 M Smith

On
On this
this sheet:
sheet:

Enter
Enter the
the leave
leave that
that is
is taken
taken by
by each
each employee
employee on
on this
this sheet.
sheet. The
The data
data on
on
this
sheet
is
automatically
updated
to
the
Leave
Days
Taken
column
this sheet is automatically updated to the Leave Days Taken column on
on the
the
Summary
Summary sheet
sheet and
and the
the monthly
monthly leave
leave analysis
analysis on
on the
the Monthly
Monthly sheet.
sheet.

Page 8 of 10

Annual Leave
Start Date
End Date

Summary
www.excel-skills.com

Holidays
Work Days

3/1/2013
2/28/2014

Period

10.00
251.00

Feb-2014

Month Number

12

Total Provision

Department
Code

Employee Name

1000

A Taylor

36,000.00

20.00

5.00

20.00

(15.00)

10.00

1020

M Smith

17,500.00

15.00

1.50

15.00

(17.00)

(0.50)

1025

C Jones

8,400.00

15.00

15.00

(13.00)

2.00

803.19

1035

T Cook

26,000.00

15.00

1.00

15.00

(11.00)

5.00

6,215.14

1050

W Clark

41,000.00

25.00

6.50

25.00

(19.00)

12.50

24,501.99

Monthly Salary

Leave
Entitlement

Opening Leave
Days
Leave Accrued

On
On this
this sheet:
sheet:

Add
Add aa unique
unique employee
employee code
code for
for each
each employee
employee on
on this
this sheet
sheet and
and enter
enter the
the employee
employee name,
name, department
department code,
code,
monthly
monthly salary,
salary, leave
leave entitlement
entitlement and
and opening
opening leave
leave days.
days. The
The columns
columns with
with aa light
light blue
blue column
column heading
heading contain
contain
formulas
formulas that
that should
should be
be copied
copied for
for all
all the
the new
new employees
employees that
that are
are added
added to
to this
this sheet.
sheet. All
All the
the leave
leave calculations
calculations are
are
automated
automated and
and you
you can
can be
be displayed
displayed for
for any
any period
period by
by simply
simply selecting
selecting the
the appropriate
appropriate period
period from
from the
the list
list box
box in
in cell
cell
J2.
J2. The
The reporting
reporting periods
periods that
that are
are included
included in
in the
the template
template are
are determined
determined based
based on
on the
the template
template start
start date
date that
that is
is
specified
specified in
in cell
cell E2.
E2.

Page 9 of 10

Leave Days
Taken

48,731.47

Employee
Code

Leave Days
Due

Leave
Provision
17,211.16
-

Annual Leave
Monthly Leave Summary
www.excel-skills.com
Employee
Code

Employee Name

Opening
Days

Leave
Entitlement

1000

A Taylor

5.00

20.00

1020

M Smith

1.50

15.00

1025

C Jones

15.00

1035

T Cook

1.00

15.00

1050

W Clark

6.50

25.00

Mar-2013
(3.00)

Apr-2013
(3.00)

May-2013

Jun-2013

(4.00)

Jul-2013

(9.00)

Aug-2013

Sep-2013

Oct-2013

Nov-2013

Dec-2013

(9.00)

(9.00)

(9.00)

On
On this
this sheet:
sheet:

(10.00)

(16.00)

This
This sheet
sheet includes
includes an
an analysis
analysis of
of the
the leave
leave days
days that
that is
is taken
taken by
by each
each employee
employee during
during the
the 12
12
month
month reporting
reporting period
period that
that is
is included
included in
in the
the template.
template. All
All the
the calculations
calculations on
on this
this sheet
sheet are
are
automated.
automated. The
The report
report only
only includes
includes the
the first
first 30
30 employees
employees by
by default
default but
but additional
additional employees
employees
can
can be
be added
added by
by simply
simply copying
copying the
the formulas
formulas in
in the
the last
last row
row that
that contains
contains data
data to
to the
the appropriate
appropriate
number
number of
of additional
additional rows.
rows.

Page 10 of 10

(2.00)
-

Closing
Days

Jan-2014

Feb-2014

10.00

(0.50)

2.00

5.00

12.50

(1.00)