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

FTE reports compare the employees’ weekly hours to a full-time schedule.

For example, if a full-time workweek is 40 hours and four employees each work 10 hours per week, their combined hours equal one Full-Time Employee.

For full-time employees (example: 40/40 hours per week), this results in a value of 1, while for part-time employees (example: 32/40 hours per week) the value will be prorated (32/40 = 0.8 FTE).

The formula for this calculation considers:

• • The ratio of employees’ weekly working hours (as set in their profile) to full-time hours. 
  • Number of employed days in a period.
  • Changes in weekly hours or full-time hours.
  • Leave periods, if filtered by status = active. Employees, who are on leave for some days of the time interval, are prorated. This can be adjusted if the filter is removed or set to active and leave status.

Note
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: 

Formula

Examples

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

Example 1: Calculate the FTE of an employee Month under review: April 2018, Sales department  Employee's contractually agreed weekly working hours: 40 Employee's full-time weekly working hours: 20 Calculation: 20h ÷ 40h = 0.5 FTE   Example 2: An employee changes their working hours Erika is hired on 16 January to work 40 hours per week. On 10 February, Erika changes from a 40-hour to a 20-hour week. The prorated salary calculation is calculated based on 30 days per month. Calculation: Employee FTE for January: 16/30 x 40h/40h = 0.53 FTE Employee FTE for February:(9/30 x 40h/40h) + (19/30 x 20h/40h) = 0.62 FTE Employee FTE for March: 20h/40h = 0.5 FTE

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

 

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** Note For employees whose absence periods span over a calendar month, you need to include a wide timeframe range. For example, if an absence period begins at the end of August and ends at the start of September, you need to include both August and September.

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%

Tip
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.

* Neither the employee's work schedule nor the validity settings are considered when calculating the absence rate.

** 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.

Note
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.

 

Absence distribution 

This system report shows the distribution of employee absences over the weekday's Mon–Sun during the last six months.

Tip
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***

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.

Note
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 to the total number of internal employees who are either active or on leave.

The formula for this calculation is as follows: 

Formula

Examples

(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**

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%

Tip
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).