(England, Scotland & Wales)
Track annual leave and holiday pay for your whole team in one place. Add your staff once, book holiday by date range and the tracker works out the hours, log actual hours, overtime and sickness, and see live entitlement, taken and remaining balances — then generate the statutory six-year record whenever you need it.
Professionally drafted — structured following the Working Time Regulations 1998 (reg 16B, as inserted by the Employment Rights Act 2025) for England, Scotland and Wales.
Download a professionally drafted annual leave and holiday pay record template for UK employers, also known as a holiday record, annual leave log, holiday pay record, or statutory leave register. Covers basic annual leave under regulation 13 ("Euro" leave), additional leave under regulation 13A ("UK" leave), irregular-hours and part-year worker accrual at 12.07% under regulation 15B, holiday pay calculation under regulation 16, payment in lieu on termination under regulations 14 and 15E, carry-over of untaken leave, and a six-year retention statement. From 6 April 2026, section 35 of the Employment Rights Act 2025 inserted regulation 16B into the Working Time Regulations 1998, requiring employers to keep adequate records of annual leave and holiday pay for at least six years. Records may be kept in any reasonable format the employer thinks fit. Failure to keep adequate records is a criminal offence punishable by a fine, enforced by the Fair Work Agency. Structured following the Working Time Regulations 1998 for England, Scotland and Wales.
Add your team, book holiday and log hours as you go, and the statutory record builds itself. No spreadsheets, no logins, no subscription.
🔒 Your data never leaves your device — saved locally in your browser only
♻️ Unlimited employees and leave years — one tracker for your whole business
Get this record alongside the other employment documents affected by the 2026 reforms — Written Statement of Terms, working time and holiday pay policies, and core contract templates.
View the ERA 2025 Compliance Pack — £99One template for every UK employer who has to evidence annual leave and holiday pay — whatever your size or sector.
From 6 April 2026, section 35 of the Employment Rights Act 2025 inserted regulation 16B into the Working Time Regulations 1998, requiring every UK employer to keep adequate records of annual leave and holiday pay and retain them for at least six years from the date they were made. There were no transitional provisions, so the duty applied immediately.
Since 6 April 2026, employers must keep records that are adequate to show compliance with workers' statutory annual leave and holiday pay entitlements under the Working Time Regulations 1998. This is the first time UK law has imposed a standalone statutory record-keeping duty for annual leave and holiday pay.
Records may be created, maintained and kept in any manner and format the employer reasonably thinks fit — for example a spreadsheet, an HR system, or this template — and must be retained for at least six years. They must also be kept in line with UK GDPR.
Failure to keep adequate records is a criminal offence punishable by a fine. Enforcement falls to the Fair Work Agency, which launched on 7 April 2026.
The records must evidence the basic 4 weeks' leave under regulation 13 ("Euro" leave), the additional 1.6 weeks under regulation 13A ("UK" leave), irregular-hours and part-year accrual under regulation 15B, holiday pay calculation under regulation 16, and payment in lieu on termination under regulations 14 and 15E.
This template is built around exactly what regulation 16B requires you to evidence:
The 4 weeks of Reg 13 leave is paid at normal remuneration (typically including regular overtime, commission and regular bonuses), while the 1.6 weeks of Reg 13A leave may be paid at basic pay. The template keeps these separate so the distinction is on the record.
The duty applies to every employer in England, Scotland and Wales with no minimum size threshold, and covers all eligible workers including casual, zero-hours and part-year staff. Northern Ireland has its own separate working time rules.
Every employer in England, Scotland and Wales is covered. There is no small-employer exemption — a sole trader with one part-time employee has the same duty as a large company.
Records must cover all eligible workers, including those on irregular hours, zero-hours and part-year arrangements, whose leave accrues on a pro-rated basis.
Northern Ireland operates its own separate working time legislation, so this template is structured for England, Scotland and Wales.
Common mistakes include lumping Reg 13 and Reg 13A leave together, not recording the higher pay rate that applies to the 4 weeks of Euro leave, omitting the reason for carried-over leave, and failing to record payment in lieu on termination.
This template prompts for each of these so they are not missed.
Keep one record per worker, per leave year, and update it whenever leave is taken or paid. Retain each record for at least six years from the date it was made. Store it securely and in line with UK GDPR — a spreadsheet, HR system or this document are all acceptable formats.
Yes. When completed accurately and kept up to date, this is a recognised way of evidencing compliance with the record-keeping duty under regulation 16B of the Working Time Regulations 1998 (inserted by section 35 of the Employment Rights Act 2025).
The law does not prescribe a set format — records may be kept in any reasonable format the employer thinks fit, provided they are adequate to show compliance.
This template is structured around the specific entitlements the records must evidence. Consider professional review for complex pay arrangements.
Fees vary widely. HR consultants and payroll specialists typically charge by the hour or as part of a monthly retainer.
Our tracker is £25 one-time. Many employers complete it confidently without additional costs.
Consider professional review for complex pay arrangements or large irregular-hours workforces.
There is no legal requirement to use a solicitor or consultant. The law lets employers keep records in whatever reasonable format they think fit.
Our template guides you through each statutory category — Reg 13 and Reg 13A leave, irregular-hours accrual, holiday pay basis, carry-over and termination. Many employers complete it confidently without one.
Consider professional review if your pay arrangements are complex.
Many payroll and HR systems track total holiday taken but do not separate the 4 weeks of Reg 13 ("Euro") leave from the 1.6 weeks of Reg 13A ("UK") leave, or evidence the different pay rates that apply to each.
The new duty is specifically about being able to show that distinction. This template is built around exactly what regulation 16B requires you to evidence, so it complements your existing system rather than replacing it.
Not as separate documents. UK law doesn't prescribe a format — you can keep everything in one spreadsheet, HR system or file, as long as it adequately evidences each individual worker's leave and holiday pay.
What matters is that the detail for each worker is captured and retained for at least six years. This template produces a clear, self-contained record per worker and leave year — one straightforward way to meet that — and your purchase lets you generate as many as you need.
Free lifetime updates — we monitor UK law changes and updated versions appear free in your My Templates page. If the rules around the April leave year or holiday entitlement change, an updated version of the tracker is included free — and the statutory figures (the 5.6 weeks and the 12.07% accrual rate) are editable in the tracker too. From £25, no subscriptions, no recurring fees.
If you have already bought this template, any updated version will be available to you free from your My Templates dashboard.
£25 one-time. No subscriptions, no recurring fees, no "free trial" traps.
You get the full annual leave tracker, in Word and PDF formats, with lifetime access and free lifetime updates. Build it, preview your records, and only pay when you are happy. Based on UK law. No subscription fatigue.
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