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:
FTE
The FTE system report shows your employees' fulltime 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
Calculation: 40h + 40h + 20h = 100h ÷ 40h = FTE 2.50 Example 2: FTE of an Employee
Calculation:

* The number of weekly working hours entered for a department under Settings > Departments defines the fulltime 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:
Formula 
Examples 
Number of absence days ÷ number of working days in the relevant period* x 100 = absence rate as a percentage** 
Example 1:
Calculation: 12 ÷ 19 x 100 = 63.16% Example 2:
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 MonSun 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:
Formula 
Example 
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*** 
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:
Calculation: 1 ÷ 4*** x 100 = 25% Example 2:
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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