FTE System Report


This article gives an overview of the functions of the FTE report. The FTE report shows the full-time equivalent of your employees based on their weekly working hours.

Other than the headcount report, which only differentiates between active (value = 1) and inactive (value = 0) employees, the FTE value looks at the actual working hours of an employee in relation to the full-time weekly hours of a department. Employees working full-time (e.g. 40h/ week) are therefore equal to 1 FTE, whereas part-time employees (e.g. 32h/ week) are valued in proportion to their weekly working hours (32/ 40 = 0,8 FTE).


You have three employees, two of which work 40 hours and one works 32 hours per week. Combined they work 112 weekly hours. If a full-time employee works 40 hours per week, the full-time equivalent (FTE) calculation is 112 hours divided by 40 hours, which equals 2,8 FTEs.

Absences (vacation days, sick days, etc.) are not included in the FTE calculation.

FTE calculation

The FTE value is always calculated within a specific time period.

The following factors are included in the FTE calculation:

  • Weekly working hours
    • This factor is calculated by dividing the weekly working hours of an employee by the full-time equivalent working hours of the employee's department (e.g. 40h/ week). In case the weekly working hours of an employee change during the month, a prorated calculation is used (see example below).
  • The number of working days, taking into account these parameters:
    • Hire date/ termination date
    • Leave time (parental leave, sabbatical, vacation, etc.)
    • Change of department

The prorated calculation of the FTE value is based on the prorated salary calculation, which can be set under Settings > Salary & Payroll (see screenshot below). Changing this setting in your account will also change your prorated FTE calculation.



The prorated calculation for an employee working in the engineering department (30 days in the respective month are used as a calculation basis):

  •      Hire date: 16/01/2019
  • Changes from 40 to 20 working hours per week on 10/02/2019






16/30 * 40h/40h = 0,53

(9/30 * 40h/40h) + (19/30 * 20h/40h) = 0,62

20h/40h = 0,5

Please see below, the standard view with pre-selected parameters (which can be adjusted to your preferences) of the FTE report:


The FTE report includes a bar chart with different colors representing the different categories in the first part, as well as the figures that trigger the bar chart in the second part. The report only takes active employees into account. The screenshots below provide an example of what the report looks like. In this example, the categories are grouped by departments and the selected time period is Aug. - Dec. 2018.



The second screenshot shows the relative FTE values per department and month. When clicking on a value, Personio points out the employees that make up the cumulated FTE value of the department. The report shows the employees' name, position, department, office, sub-company, hire date, contract end, termination date, and FTE value.


By clicking on an employee's name you can access the employee profile directly.



Configuration Options

There are several ways to configure the FTE report according to your requirements:


Time Period

Choose the respective time period.


Group by

There are several options for grouping your results. Group the results by one, or two attributes from the drop-down menu (e.g. department or department and office). You can also group by individually entered attributes. Only attributes with the attribute type List of Options can be used for grouping. Choose "Group by" employee to show the FTE data for each employee.



Choose any combination of filters to get results tailored to what you are looking for by clicking  Add Filter.

  • For attributes of the attribute type General (e.g. First Name), the filter options are equals or does not equal
  • List of options or Multi-line textfield attributes (e.g. Department) can be filtered using the options one of or not one of, which allow the selection of several parameters in the third input field
  • For attributes of the attribute type number (e.g. Weekly Working Hours), the filter options are equal/does not equal, greater than/lower than, and greater than or equal to/lower than or equal to
  • Attributes that are Dates (e.g. Hire Date), can be filtered using the options greater than/lower than and greater than or equal to/lower than or equal to


In order to delete a filter, click the blue-circled x next to each filter on the right.

After you have set your filters, click Apply to run the report.



Export your reports to Excel (.xlsx) by clicking on the Actions button in the top right-hand corner, and choose Export.



Refresh your report by clicking on the two arrows that form a circle, next to the Actions button. You can update your data and immediately see the updated results. Loading all the data might take up to 10 minutes, depending on the size of your data.


You can find more information about the individual configuration possibilities of each report in the article Configuring System Reports.



Can't find what you're looking for?

We are happy to help you! Just write us a message with your questions and we will get back to you as soon as possible.

Submit a request



Article is closed for comments.

    Topics of this article