FTE System Report


The following article gives an overview of the FTE system report's functionalities. The FTE report shows your employees' full-time equivalent based on their weekly working hours.

In contrast to the Headcount system report, which only differentiates between active (value: 1) and passive (value: 0) employees, the FTE value is based on an employee's weekly hours and the full-time weekly hours in their department. For full-time employees (40h/week), this results in a value of 1 (40h/40h), while for part-time employees (e.g. 32h/week) the value will be prorated (32h/40h = 0.8 FTE).

An example:

You have three employees who work 40 hours, 40 hours and 32 hours per week, respectively – a total of 112 hours. Given that a full-time employee works 40 hours per week, the full-time equivalent formula would be 112 hours divided by 40 hours = 2.8 FTE.

Absences such as vacation or sickness do not affect the FTE value for the period under consideration.


Calculating FTE

The FTE value always relates to your selected time period.

The following factors are taken into account in an employee's FTE calculation:

  • Weekly hours
    • This factor is calculated by dividing an employee's weekly hours by the full-time weekly hours in their department (e.g. 40h/week). A prorated calculation can be used if an employee's weekly hours change during the course of a month (see example below).
  • The number of working days per month, taking into account the following events:
    • Hire/termination date:
      If the employment start/end date falls during the month, the FTE value is determined using a prorated calculation.
    • Leave such as, for example, parental leave, sabbaticals, unpaid vacation, etc.:
      If the leave starts or ends during the month, the FTE is determined using a prorated calculation. If the employee is on leave for an entire month, their FTE is 0.
    • Department change:
      Employees who change department during the course of a month will appear under their new department with their full FTE from the effective date.
      Example: An employee with an FTE of 1 is assigned to Department X. Effective from the sixteenth of the month, they are then assigned to Department Y. From this point on, they will be listed under their new department as 1 FTE.

The prorated calculation of the FTE value is based on the prorated salary calculation defined under Salary & Payroll (see image below). If you change this setting in your account, the prorated calculation of the FTE value will also change.



The prorated calculation for the following employee from the Engineering department is shown below (the calculation in this example is based on 30 days per month):

·      Hire date: 16.01.

·      Change from 40 to 20 hours per week on 10.02.






16/30 * 40h/40h = 0.53

(9/30 * 40h/40h) + (19/30 * 20h/40h) = 0.62

20h/40h = 0.5

The screenshot below shows the report parameters that are pre-selected by default. However, these can be custom configured:


The FTE system report includes a color-coded bar chart in the upper section of the report, followed by the figures. The report only includes your Active employees. The following two screenshots show an example of how the report may look. This one has been grouped by Departments for the period August – December 2017.



The second image shows the relative FTE values for the individual departments in the month in question. Select a specific value to see how many and which employees contribute to the FTE values of the individual departments. The report displays each employee's First name, Last name, Position, Department, Office, SubcompanyHire date and, if entered, Contract end date and Termination date.


Click on an employee's name to access their employee profile.



Configuration Options 

There are several options for customizing a system report as required:



You can define the period under review.



There are several options for grouping your data. You can group the results based on one or two attributes of the List of options type, for example by Department or Department/Office. Alternatively, you can group data by user-defined attributes of the List of options type. Select the group Employees to have data displayed separately for each employee.



You can combine any number of attribute filters to narrow down your selection.

  • For attributes of the Text field type, such as First name, you can set the filter to equals or does not equal.
  • For attributes of the List of options or Tags types, such as Department, you can additionally select the options included or not included. In the third input field, you are free to add any number of parameters.
  • For attributes of the Number type, such as Weekly working hours, the available filter options are lower than, greater than, lower than or equal to, greater than or equal to, equals, does not equal. Use the third input field to specify a number.
  • For attributes of the Date type, e.g. Hire date, the only available filter options are less than, greater than, less than or equal to, or greater than or equal to. Use the third input field to specify a date.


To remove an unwanted filter, click on the lower-case x next to it.

Once you have finished configuring your report, click on Apply to generate your results.


Actions Button

If you wish, you can export your new system report as an Excel spreadsheet (.xlsx). To do so, click on the Actions button in the top right and select Export. 

You can also use the Actions button at any time to update existing system reports with the latest data. Depending on the size of your dataset, Personio will need between 5 and 10 minutes to load all data and refresh the full report.


Chart Type

Choose between a bar or line chart. You do not need to save the chart type, as this setting is applied immediately after selection.


For details on the customization options for your system reports, please see our article Configuring System Reports.




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