Calculation Formulas for System Reports


This article gives you an overview of the calculation formulas used in our system reports. Specifically, you will find formulas from and examples of the four system reports listed below:



The FTE system report shows your employees' full-time equivalent based on their weekly working hours. You can find more information on the FTE report here.

The formula for this calculation is as follows: 

Formula Examples

Employee's weekly working hours ÷ department's weekly working hours* = employee's FTE**









(Number of days until the cutoff date ÷ number of days in the full month) x (employee's weekly working hours ÷ department's weekly hours*) = employee's FTE**




Example 1: FTE of the Sales Department

  • Month under review: April 2018, Sales department 
  • Weekly working hours in the Sales department: 40
  • The department has three employees, two of whom work 40 hours and one, 20 hours

Calculation: 40h + 40h + 20h = 100h ÷ 40h = FTE 2.50

Example 2: FTE of an Employee

  • Employee A is hired on 16.01.2018 to work 40 hours per week.
  • A is employed in the Marketing department, which has a full-time working week of 40 hours.
  • On 10.02.2018, Employee A changes from a 40-hour to a 20-hour week.
  • The prorate salary calculation is calculated based on 30 days/month.


  • Marketing FTE for January: 0.53 = 16/30 x 40h/40h
  • FTE for February Marketing: 0,47 = (9/30 x 40h/40h) + (19/30 x 20h/40h)

* The number of weekly working hours entered for a department under Settings > Departments defines the full-time equivalent of an employee working in that department.

** An employee's FTE is shown to two decimal places.

The prorated calculation of the FTE is based on your setting for the prorate salary calculation under Salary & Payroll > General > Prorate salary calculation. If this setting is changed, the FTE is automatically recalculated.

The prorated calculation of an employee's FTE is produced by the following factors:

  • Employee hire date, termination date, contract end date 
  • Leave

Note that absences are not considered in the FTE calculation. Furthermore, the FTE of an employee who changes departments during the month is shown fully under the new department from the effective date.


Absence Rate

This system report calculates an employee's absence rate as a proportion of the working days in a month.

The formula for this calculation is as follows: 



Number of absence days ÷ number of working days in the relevant period* x 100 = absence rate as a percentage**

Example 1: 

  • Four public holidays*** fall on working days (Mon-Fri) in the month under review, May 2018: 23 regular working days minus four public holidays = 19 days
  • Twelve absence days (e.g. paid vacation)
  • Work schedule of the employee in question = Mon-Fri, eight hours per day (not relevant for the calculation of the absence rate)

Calculation: 12 ÷ 19 x 100 = 63.16%

Example 2:

  • One public holiday*** falls on a working day (Mon-Fri) in the month under review, April 2018: 21 regular working days minus one public holiday = 20 days
  • Three absence days (e.g. vacation)
  • Work schedule of the employee in question = Mon-Fri, eight hours per day (not relevant for the calculation of the absence rate)

Calculation: 3 ÷ 20 x 100 = 15% 

* An employee's work schedule is not taken into account when calculating the number of working days in the period under review. Here, Personio goes by the days on which the absence type is valid (Settings > Absence > Valid on).

** The absence rate is displayed to no decimal places. In general, the report will round figures down.

*** Public holiday calendar used in the example: German (Bavarian) public holidays.


Absence Distribution 

This system report shows the distribution of employee absences over the weekdays Mon-Sun during the last six months.

Either choose a particular absence type (e.g. Paid Vacation) or generate the aggregated percentage distribution for all absence types.

The formula for this calculation is as follows: 



Number of absence days on a specific weekday in the period under review* ÷ total number of absence days in the period under review** x 100 = absence distribution as a percentage***

  • Period under review: 30.11.2017-30.05.2018 (six months)**
  • Employee A works Mon-Fri at the Munich office*
  • During the period under review, the employee has the following absence days:
    • 07.-09.05.2018 (Mon-Wed)
    • 09.-13.04.2018 (Mon-Fri)
    • 24.-26.01.2018 (Wed-Fri)
    • 15.-17.01.2018 (Mon-Wed)
    • 09.-11.01.2018 (Tue-Thu)
  • This results in the following distribution: Mon, 3 days; Tue, 4 days; Wed, 5 days; Thu, 3 days; Fri, 2 days;
    17 days in total

Calculation for e.g. Monday: 3 ÷ 17 x 100 = 17.64%

* To calculate the absence days, the public holiday calendar valid for the employee and their work schedule are taken into account – which means that absence days entered on public holidays and on days that are days off according to the work schedule are not counted.

** The report covers the period starting on the current day and goes back over the previous six months.

*** In general, the report rounds down. In this example, you get a result of 17.64% for Monday, which means that, according to the report, the employee has 17% of their absences on Mondays.

Due to the rounding off, the sum of all the percentage values for a working week is not always 100%.


Employee Turnover

The employee turnover system report shows the monthly turnover of your employees as a percentage. Personio calculates the ratio of outgoing employees per month to the average total number of active internal employees.

The formula for this calculation is as follows: 

Formula Examples
Number of outgoing employees* ÷ total number of active and internal employees in the month under review x 100 = employee turnover as a percentage**

Example 1: 

  • Grouping the report by department
  • Employee A leaves the company in June 2018 with a termination date of 30.06.2018
  • Until then, A was working in the Business Development department, in which there are three other employees

Calculation: 1 ÷ 4*** x 100 = 25%

Example 2: 

  • Grouping the report by employee
  • Employee A leaves the company in June 2018 with a termination date of 30.06.2018

Calculation: 1 ÷ 1*** x 100 = 100%

* An employee counts as having left in the month under review if their termination date falls in that month. Working hour schedules are not taken into account in this report.

** The report generally rounds down and generates a percentage with no decimal places.

*** The outgoing employee is still counted as one of the active employees and is included in the total of all active and internal employees when grouping by employee.

The calculation of the ratio as a percentage always relates to the grouping selected for the report, as illustrated in Example 2 (see above).


You can find an overview of all Personio system reports here and a guide to configuring them here.

This article explains how to create customized items in Personio.




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