How to Calculate Leave Balance in Excel (with Detailed Steps)

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.

How to Calculate Leave Balance in Excel: Step-by-Step

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.

📌 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.

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

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

• 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.

• 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.

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.

📌 Step 3: Calculate Leave Balance for All Employees

Now, after the individual leave balance calculation, you need to calculate all employees’ leave balances 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.

• 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.

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

• Last but not 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.

• 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.

Download Sample Workbook

You can download our practice workbook from here for free.

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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