It is a frequent need for various companies to calculate the leave balance of their employees. Every company has a different leave structure according to employees’ years of service and company policy. In this article, I will show you how to calculate leave balance in Excel with detailed steps.

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## Steps to Calculate Leave Balance in Excel

Say, you have a dataset for 10 employees with their **names**, **joining dates**, and **leaves taken** this year. We have to calculate their **leave balance** in Excel. Follow the steps below to accomplish this.

### 📌 Step 1: Create Employee Database & Leave Structure

First and foremost, you have to create the employee database & the leave structure of the company according to the years of service of the employees and the company policy.

- To do this, create a new sheet named
**Database**, and on the left side create two columns containing the employees’**names**and**joining dates**.

- Following, record the
**leave structure**according to the company policy on the right side of the sheet.

As a result, you will have the complete database containing employees’ required information and the leave structure.

**Read More:** **How to Create Leave Tracker in Excel (Download Free Template)**

### 📌 Step 2: Calculate Leave Balance for Particular Employee

Now, you have to calculate the leave balance for a particular employee on an individual sheet if you need to find the leave balance for someone definite.

- For doing this, at first, click on the
**C4**cell. Subsequently, go to the**Data**tab >>**Data Tools**group >>**Data Validation**tool >>**Data Validation…**option.

- As a result, the
**Data Validation**dialogue box will appear. Now, choose the option**List**from the**Allow:**dropdown list. Following, at the**Source:**text box, refer to the**B5:B14**cells of the**How to Calculate Leave Balance**sheet. Finally, click on the**OK**button.

- At this time, you will see that, there is a
**down**arrow on the**C4**cell from where you can choose the employee’s name easily. Say, we have chosen Mathew Jones to calculate his leave balance.

- Now, click on the
**C7**cell and insert the following formula using the**VLOOKUP function**. Subsequently, press the**Enter**button.

`=VLOOKUP($C$4,Database!$B$5:$C$14,2,FALSE)`

**🔎**** Formula Explanation :**

**=VLOOKUP($C$4,Database!$B$5:$C$14,2,FALSE)**

This will look for the value of the **C4** cell at the **Database** worksheet’s **B5:C14 **range and returns the **second** column value for the respective cell.

**Result:** 1/10/2009

- Next, at the
**C8**cell, write the formula below containing the**DATEDIF function**and the**NOW function**. Subsequently, press the**Enter**button.

`=DATEDIF(C7,NOW(),"Y")`

**🔎**** Formula Explanation:**

**=DATEDIF(C7,NOW(),”Y”)**

This calculates the difference between the **C7** cell’s date and **today’s** date in terms of **years**.

**Result:** 13

- Following, click on the
**C9**cell and insert the following**formula**. Next, press the**Enter**button.

` =VLOOKUP($C$4,'How to Calculate Leave Balance'!$B$5:$D$14,3,FALSE)`

**🔎 Formula Explanation:**

**=VLOOKUP($C$4,’How to Calculate Leave Balance’!$B$5:$D$14,3,FALSE)**

This returns the **third** column value from the **How to Calculate Leave Balance** sheet’s **B5:D14** range for the lookup value of the **C4** cell of this worksheet.

**Result:** 7

- At this time, to calculate the leaves allowed, click on the
**C10**cell. Following, insert the formula below using the**IF function**. Afterward, press the**Enter**button.

`=IF(C8>20,25,IF(C8>15,20,IF(C8>10,16,IF(C8>5,12,IF(C8>1,8,2)))))`

**🔎 Formula Explanation:**

**=IF(C8>20,25,IF(C8>15,20,IF(C8>10,16,IF(C8>5,12,IF(C8>1,8,2)))))**

This checks if the **C8 **cell’s value is greater than 20. If it is true, it returns the value 25. When it is not true, it checks if the value is greater than 15. If it is true now, it returns 20. When it is false again, now it checks if the value is greater than 10. At this time, if it is true now, it returns the value as 16. But, If it is false too, it checks if the value is greater than 5. It returns 12 then. But, if it is false again, it checks if the value is greater than 1. It returns 8 then. But when it is false too, it would return 2 as the **C10** cell’s value.

**Result: 16**

- Last but not least, to calculate the leaves remaining, click on the
**C11**cell. Subsequently, write the following formula which involves the**subtraction**of the**C9**cell from the**C10**cell.

`=C10-C9`

Thus, you have calculated the leave balance for a particular employee. You can calculate and print anyone’s leave balance individually by this. For example, the outcome should look like this.

**Read More:** **Employee Leave Record Format in Excel (Create with Detailed Steps)**

### 📌 Step 3: Calculate Leave Balance for All Employees

Now, after the individual leave balance calculation, you need to calculate al employees’ leave balance together in a signal table for better visualization.

- To accomplish this, at the very beginning, click on the
**D5**cell. Next, insert the following formula. Subsequently, press the**Enter**button.

`=DATEDIF(C5,NOW(),"Y")`

**🔎 Formula Explanation:**

**=DATEDIF(C5,NOW(),”Y”)**

This calculates the year difference between today and the C5 cell’s date.

**Result:** 13

- At this time, you have calculated the years of service for Mathew Jones. To apply a similar formula for others, place your cursor on the
**bottom right**position of the cell and drag it**downward**.

- Afterward, click on the
**E5**cell and refer to the**How to Calculate Leave Balance**worksheet’s**D5**cell.

- At this time, place your cursor in the
**bottom right**position of your cell. As a result, when the black fill handle appears, drag it**down**to repeat the same formula for all the other cells below.

- Afterward, click on the
**F5**cell and write the following formula. Subsequently, press the**Enter**button.

`=IF(D5>20,25,IF(D5>15,20,IF(D5>10,16,IF(D5>5,12,IF(D5>1,8,2)))))`

**🔎**** Formula Explanation:**

**=IF(D5>20,25,IF(D5>15,20,IF(D5>10,16,IF(D5>5,12,IF(D5>1,8,2)))))**

It checks if the **D5** cell is greater than 20 or 15 or 10 or 5 or 1. When greater than 20, it returns 25. If greater than 15, it returns 20. At the condition of greater than 10, it returns 16. When greater than 5, it returns 12. And, if greater than 1, it returns 8. Else, it returns 2.

**Result:** 16

- Next, place your cursor in the
**bottom right**position of your cell. Subsequently, drag the fill handle**downward**upon its arrival.

- Last but not the least, click on the
**G5**cell and**subtract**the**E5**cell from the**F5**cell. So write the following formula and press the**Enter**button.

`=F5-E5`

- Afterward, place your cursor on the
**bottom right**position of the cell and drag the fill handle**downward**when it appears to copy the same formula below.

Finally, you can calculate all your employees’ leave balances together in a single table. And, the final outcome should look like this.

**Read More:** **Employee Monthly Leave Record Format in Excel (with Free Template)**

## Conclusion

To conclude, in this article, I have shown you detailed steps on how to calculate leave balance in Excel. I would suggest you read the full article and practice from our workbook parallel to have a strong grip on the topic. I hope you find this article helpful and informative. If you have any further queries or recommendations, please feel free to comment here.

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