[Version 3.0 EN] Pro Rated Leave Setting and Pro Rate Calculator

Important notes:

For setting pro-rated leave (Pro-rated leave) it can only be done through the website.
Make sure the pro-rated button has been activated before employee registration is made in the system.
Only employees who are newly registered in the system will have their leave automatically pro-rated.

For setting pro-rated leave in the employee setting, HR/Admin can refer to the following steps:

Step 1: Click “System Setting”

Step 2: Click “Leave”

Step 3: In the Leave Policy section, there is the Annual Leave option, click on “Details”, then click “Update”.

Step 4: Activate the “Pro-rated” button

Step 5: Click on the (circle checked box) Daily Entitlement or Monthly Entitlement.

Info:

Monthly (Full entitlement): (Total annual leave/12 months) × Number of remaining months
Daily (Full entitlement): (Number of working days/365 days) × Total Annual Leave

Step 6: Click “Method of rounding” and choose the “Method of rounding” used by the company

Step 7: Click “Save” once completed.

You have completed updating the pro-rated leave in “System setting”

Pro-rate leave calculation:

Pro-Rate Calculator

In addition, MySyarikat has introduced a new function ‘Pro Rate Calculator’ under System Setting > Annual Leave to make pro-rata leave calculation easier.

Note: This function is only used for calculation purposes. The value generated will not be automatically entered into the staff’s leave policy.

Step 1: Click on the System Setting menu.

Step 2: In the Setting section, select Leave.

Step 3: In the Leave Policy section, select Annual Leave and click on Details.

Step 4: Next, click the Pro Rate Calculator button.

There are three main types of pro-rata settings used for calculating leave entitlement:

1. Earned Leave (Accumulated Leave)

Leave is earned each month based on the number of completed working months.

Formula:

(Annual Entitlement ÷ 12) × Number of Months Worked

Suitable if you want leave to be earned progressively.

2. Daily (Full Entitlement)

Leave entitlement is calculated based on the total working days in a year.

Formula:

(Annual Entitlement ÷ 365) × Number of Working Days

More accurate, especially for contract or short-term staff.

3. Monthly (Full Entitlement)

Full monthly entitlement is given without taking into account the start date of work in that month.

Formula:

(Annual Entitlement ÷ 12) × Remaining Months

Commonly used when the company prefers a simpler monthly calculation.

Method Of Rounding:

Under the Malaysian Employment Act 1955, there is no specific provision that states the rounding method (decimal rounding) for leave. However, in practice, most companies choose to round up to the nearest full day when decimals reach 0.5 or more. For example:

11.6667 days → 12 days
11.4 days → 11 days

This approach provides fairness and consistency, especially when calculating leave entitlements for new employees or those who are resigning.

Updated on: 10/12/2025

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