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Free hospitality planning tool
Hospitality holiday accrual calculator
Estimate what may have accrued from hours worked, then check employment setup before payroll. This is planning support for manager and payroll review.
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Holiday estimate inputs
Use hours worked for one pay period. Confirm employment setup and holiday method before relying on an estimate.
This tool is for planning support only. It does not replace GOV.UK guidance, payroll advice, HR advice or legal advice. Check the current rules and your employment contracts before making decisions.
Payroll setup review
Use the estimate to spot what needs payroll setup review, not to decide a final payment.
Estimated accrued holiday
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Holiday already taken
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Estimated remaining holiday
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Estimated holiday pay
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Indicative rolled-up holiday pay estimate
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Payroll setup note
Needs payroll reviewSuggested payroll review
Add the pay period details.
This tool is for planning support only. It does not replace GOV.UK guidance, payroll advice, HR advice or legal advice. Check the current rules and your employment contracts before making decisions.
Formula explanation
- For the irregular-hours accrual estimate, estimated accrued holiday hours = hours worked multiplied by 0.1207.
- Estimated remaining holiday hours = estimated accrued holiday hours minus holiday already taken in hours.
- Estimated holiday pay = estimated accrued holiday hours multiplied by hourly pay rate.
- Indicative rolled-up holiday pay estimate = gross pay for the period multiplied by 0.1207, where gross pay is hours worked multiplied by hourly pay rate.
Holiday setup note
Use this estimate to spot setup questions before payroll. Confirm worker type, holiday method and year-to-date records before relying on any amount.
How to use this result
- Use this to estimate what may have accrued from hours worked, then check payroll setup before relying on it.
- Confirm whether the worker is irregular-hours, part-year or regular-hours before relying on an estimate.
- Review year-to-date holiday taken and current GOV.UK guidance before making payroll decisions.
How RotaSmart handles this
Start with expected trade before shifts are placed.
See labour cost while the rota can still change.
Spot risk before the week goes live.
RotaSmart connects employment setup, time off, worked hours and payroll readiness checks. It helps surface setup questions before payroll review, but it does not replace payroll advice, HR advice, legal advice or current GOV.UK guidance.
Explore hospitality rota software or see labour cost control.
Planning note
This tool is for planning support only. It does not replace GOV.UK guidance, payroll advice, HR advice or legal advice. Check the current rules and your employment contracts before making decisions.
Review holiday setup with RotaSmart
Bring one real rota week and use the walkthrough to see how hours, time off and payroll readiness checks stay connected.
Related resources
Keep the same planning context connected across product pages, guides and tools.
Questions operators ask
Short answers for using the tool without treating the result as a fixed operational rule.
Is this a payroll calculator?
No. It is an estimate for planning support only. Payroll should confirm final holiday pay and entitlement.
What if I am not sure whether someone is an irregular-hours worker?
Do not rely on the estimate until employment setup has been checked.
Can rolled-up holiday pay apply to everyone?
No. This depends on worker type and current rules. Check GOV.UK guidance or professional advice.
Why does RotaSmart ask for employment setup?
Holiday accrual and payroll review depend on accurate worker details, hours and holiday method.
Review holiday setup with RotaSmart
Bring one real rota week and use the walkthrough to see how hours, time off and payroll readiness checks stay connected.