Articles · HR
How to Calculate Annual Leave in Germany: Formula, Part-Time and Examples
How many days of leave does a part-timer working three days a week get? How much leave is due to someone who starts in May? Three formulas give you the answer in seconds – and keep remaining leave in view.
The statutory minimum
Under the German Federal Leave Act (Bundesurlaubsgesetz), employees are entitled to at least 24 working days per year, counting Monday to Saturday. For a five-day week this equals 20 working days, i.e. four weeks. Many employment and collective agreements grant more – then the contract applies.
Formula for a different number of working days
If someone works fewer (or more) days per week, the entitlement is converted. Hours per day do not matter for this.
Leave days = contractual leave for 5 days × working days per week ÷ 5
| Working days per week | with 20 days (statutory) | with 30 days (contract) |
|---|---|---|
| 5 | 20 | 30 |
| 4 | 16 | 24 |
| 3 | 12 | 18 |
| 2 | 8 | 12 |
Pro-rata leave when joining or leaving
During the first six months of a new employment (waiting period) and when leaving in the first half of the year, employees usually get one twelfth of the annual leave for each full month.
Pro-rata leave = annual leave ÷ 12 × full months employed
Example: start on 1 May, 30 days in the contract, five-day week. The six-month waiting period is not completed in the first year, so 30 ÷ 12 × 8 months = 20 days. Under the Act, fractions of at least half a day are rounded up to a full day.
Keep track of remaining leave
Remaining leave = entitlement + carry-over − days taken − days planned
By law, leave should generally be taken in the current year; carry-over to the end of March is only possible for urgent reasons unless the contract says otherwise. Important: the employer must point out open leave and possible forfeiture in good time.
Example: a small team
| Employee | Days/week | Entitlement | Taken | Planned | Remaining |
|---|---|---|---|---|---|
| Anna | 5 | 30 | 18 | 8 | 4 |
| Murat | 4 | 24 | 10 | 6 | 8 |
| Lea | 3 | 18 | 12 | 4 | 2 |
| Jonas (from 1 May) | 5 | 20 | 5 | 5 | 10 |
Setting it up in Excel
- One row per person with contractual leave, working days per week and start date.
- Calculate the entitlement with the conversion formula, pro rata for a start during the year.
- Mark leave in the calendar with a code (e.g. L) and count it per person with COUNTIF.
- Keep your state's public holidays in a separate list so they are not counted as leave.
- Highlight remaining leave if it is still high towards year end.
Note: this article is a general calculation aid, not legal advice. Your employment or collective agreement applies, and in case of doubt ask a qualified adviser.
Free Excel template
The Shift & Leave Planner combines shift planning and leave planning: enter staff, shifts and leave; the template counts leave days, shows remaining leave and warns when staffing is too thin.