A 6-year holiday records pack for every worker, built from your payroll export.
Load a payroll export from Xero Payroll, BrightPay or any payroll CSV, plus the employer’s leave sheet if there is one, and confirm which column is which in the mapping step. Leaveproof builds a records pack for each leave year with a row for every worker: entitlement or 12.07% accrual, leave taken and balance, and the 52-week average pay behind each holiday payment (CSV and print-to-PDF), plus an exceptions report for holiday paid below that average, missing records, carry-over and leavers. Keep each pack for six years (reg 16B). Nothing is uploaded: everything runs in your browser.
Not legal advice. Leaveproof applies the statutory minimum rules of the Working Time Regulations 1998 (Great Britain) to the data and settings you give it, with the simplifications it lists. It does not cover contractual extra leave or every exception. From 6 April 2026 employers must keep records adequate to show they gave the statutory leave and holiday pay, and keep them for six years (reg 16B). How the figures are worked out.
Where it applies. Leaveproof covers Great Britain (England, Wales and Scotland). Northern Ireland has its own holiday rules and is not covered.
1. Employer and leave year
Free plan: one employer and the first 5 workers in the records pack. Standard and Bureau plans.
I have a license key
2. Payroll export
A CSV with one row per worker per pay period (or per pay item: rows for the same period are added up). In BrightPay, an Analysis report exported with “Export CSV for Selected Report”; in Xero Payroll UK, a payroll report exported to Excel and saved as CSV. Pay periods, pay, hours and holiday columns are needed; you confirm which column is which.
3. Leave records (optional, recommended)
The employer’s leave sheet: worker ID, start and end date, hours (or days), and type (annual leave, carried forward, sick, statutory). Without it, leave taken is the holiday hours paid in payroll.
4. Workers
Worker type decides the method: irregular hours / part-year workers accrue 12.07% of hours worked (leave years from 1 April 2024); regular hours workers get 5.6 weeks. Check each type against the contract; change any value and the figures update. Day length is only needed for leave given in days and for the 28-day cap.
| Worker | Type | Weekly hours | Days / week | Day length (h) | Start date | Leaving date | Checks |
|---|
5. Records pack and exceptions
| Worker | Method | Carried in | Entitlement / accrued | Taken | Balance | 52-wk avg £/wk | Avg £/h | Checks |
|---|
Exceptions
| Worker | What to check | Rule |
|---|
These figures follow the Great Britain rules (England, Wales and Scotland). Northern Ireland has its own holiday rules and is not covered.
Keep each pack for at least six years from the date it is made (reg 16B(1)(b)). The files are made on this computer; store them with the employer’s payroll records.
How the figures are worked out
- Regular-hours workers: 5.6 weeks of their weekly hours a leave year, capped at 28 days, pro-rated for joiners and leavers (regs 13, 13A, 14).
- Irregular-hours and part-year workers, leave years starting on or after 1 April 2024: 12.07% of the hours worked in each pay period, accruing on its last day; part hours under 30 minutes round down and 30 minutes or more round up (reg 15B). For earlier leave years the 5.6-week figure is an approximation and is flagged.
- 52-week average pay: the 52 most recent complete weeks with pay before the holiday, skipping weeks with no pay and looking back at most 104 weeks (reg 16, ERA 1996 s.224). Longer pay periods are spread evenly over their days (an approximation for monthly pay). Holiday pay per hour is compared with average pay per hour worked.
- Rolled-up holiday pay is checked to be at least 12.07% of pay for work, and only for irregular-hours or part-year workers in leave years from 1 April 2024 (reg 16A).
- Not calculated: accrual during sick or statutory leave (reg 15C), contractual extra leave, bank-holiday rules in contracts, and which carry-over exception applies. These are flagged for you to check.
Leaveproof is independent and not affiliated with Xero or BrightPay. Xero is a trademark of Xero Limited; BrightPay is a trademark of Bright Software Group.