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.
The following factors are taken into account in an employee's FTE calculation:
- Weekly hours: This is calculated by dividing an employee's weekly hours by the full-time weekly hours in their department (for example 40 hours per week). A prorated calculation can be used if an employee's weekly hours change during the course of a month (see Example 2 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 parental leave, sabbaticals, unpaid vacation, and so on. 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 departments during the course of a month will appear under their new department with their full FTE from the effective date.
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 formula for calculating FTE is as follows:
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: Calculate the FTE of a department
Calculation: (40h + 40h + 20h) ÷ 40h = 2.5 FTE
Example 2: An employee changes their working hours
* 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.
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**
Calculation: 12 ÷ 19 x 100 = 63.16%
Calculation: 3 ÷ 20 x 100 = 15%
To calculate the total absence rate, calculate the total number of absence days ÷ total number of working days in the relevant period x 100 = total absence rate as a percentage.
* 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.
The Absence rate report shows internal employees only by default. If you want to display the absence rate of external employees, use the filter option and select Employment type equals external.
This system report shows the distribution of employee absences over the weekday's 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***
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%.
The employee turnover system report shows the monthly turnover of your employees as a percentage. Personio calculates the ratio of outgoing employees to the total number of internal employees who are either active or on leave.
The formula for this calculation is as follows:
|(terminated employees in current month that were active in previous month) ÷ (total number of employees that were already active or became active in the previous month) x 100 = employee turnover as a percentage**||
Grouping the report by department
Calculation: 1 ÷ 4*** x 100 = 25%
Grouping the report by employee
Calculation: 1 ÷ 1*** x 100 = 100%
To calculate the total ratio of outgoing employees, calculate (total terminated employees in current month that were active in previous month) ÷ (total number of employees that were already active or became active in the previous month) x 100 = Total employee turnover rate as a percentage.
* 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/on leave employees and is included in the total of all active/on leave 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).