Position calculations and examples

Introduction

This article explains how FTE Tree turns position setup into FTE, cost, headcount, workforce summaries, scenario comparisons, and report output. It is intended as a calculation reference for finance, HR, operations, and department leaders who need to understand why a number appears the way it does.

FTE Tree calculates a position in two layers:

1. A point-in-time calculation answers what the position looks like on a specific date.
2. Period reports combine point-in-time values across a selected date range.

The same position calculation results are used by the position Calculation detail tab, Staffing Strategy overview, department workspace, scenario comparisons, and planning reports. Position detail and Staffing Strategy overview values are point-in-time annualized run-rate values for the selected date. The position Calculation detail tab shows effective periods for one position; select a period to review the matching position and incumbent calculation lines. Period reports then allocate those annualized values across the selected report range, and the calculation audit detail shows the same allocation method used by the report.

In calculation tables, a hyphen means the value or comparison is not available or does not apply, such as the first row in a timeline with no prior row to compare against. A formatted zero, such as $0.00 or 0.0000, means FTE Tree calculated a real zero.

Calculation order

For each position and calculation date, FTE Tree evaluates the information in this order:

1. Confirm that the position has an active status on the calculation date.
2. Resolve the position fields that apply on that date, such as department, job code, schedule, wage rate, incumbent, and position adjustments.
3. Resolve related job-code values, including default wage rates and inherited job-code adjustments from parent job codes.
4. Resolve the assigned incumbent and incumbent wage information when calculating incumbent cost.
5. Resolve organization settings, including weekly hours per FTE and annual hours per FTE.
6. Calculate schedule FTE.
7. Apply FTE adjustments.
8. Resolve the wage source.
9. Apply base wage rate adjustments.
10. Multiply the adjusted rate by position annual hours.
11. Apply annual cost adjustments.
12. Calculate headcount.

If a required input is missing, FTE Tree does not invent a value. It either blocks a new active position from being approved, or it calculates zero with a warning on older or incomplete data.

Active position examples

An active position must have enough information to produce a meaningful calculation. At minimum, an active position needs an active status, department, job code, schedule, and wage source.

Example: inactive position

• Schedule: 40 paid weekly hours
• Weekly hours per FTE: 40
• Position wage rate: $25.00
• Annual hours per FTE: 2,080
• Status: inactive

Result:

• FTE: 0.0000
• Position cost: $0.00
• Headcount: 0

The schedule and wage are present, but the inactive status controls the result.

Schedule paid-hours examples

Schedules are the starting point for FTE. A schedule may use time entries or a paid-hours override.

The base formula is:

FTE = schedule paid weekly hours / weekly hours per FTE

Standard weekly schedule

Example:

• Monday through Friday
• 8 paid hours per day
• 5 days per week

Calculation:

8 hours x 5 days = 40 paid weekly hours
40 paid weekly hours / 40 weekly hours per FTE = 1.0000 FTE

Part-time weekly schedule

Example:

• Monday, Wednesday, Friday
• 10 paid hours per day
• 3 days per week

Calculation:

10 hours x 3 days = 30 paid weekly hours
30 paid weekly hours / 40 weekly hours per FTE = 0.7500 FTE

Paid break included in paid FTE

Paid break entries count as paid time, but they do not count as active coverage by default.

Example:

• Work: 8:00 AM to 12:00 PM = 4 paid hours
• Paid break: 12:00 PM to 12:30 PM = 0.50 paid hours
• Work: 12:30 PM to 4:30 PM = 4 paid hours

Calculation:

4.00 + 0.50 + 4.00 = 8.50 paid hours for the day
8.50 x 5 days = 42.50 paid weekly hours
42.50 / 40 = 1.0625 FTE

Unpaid break excluded

Unpaid break entries do not count as paid time. Paid break entries count as paid time but do not count as active coverage by default. For the most accurate paid-hours and coverage calculation, split the work entries around break time.

Example:

• Work: 8:00 AM to 12:00 PM = 4 paid hours
• Unpaid lunch: 12:00 PM to 1:00 PM = 0 paid hours
• Work: 1:00 PM to 5:00 PM = 4 paid hours

Calculation:

4.00 + 4.00 = 8.00 paid hours for the day
8.00 x 5 days = 40.00 paid weekly hours
40.00 / 40 = 1.0000 FTE

Overnight shift

Overnight shifts are allowed when the end time is earlier than the start time.

Example:

• Work: 10:00 PM to 6:00 AM

Calculation:

10:00 PM to midnight = 2 hours
Midnight to 6:00 AM = 6 hours
2 + 6 = 8 paid hours

If this shift occurs 5 times per week:

8 x 5 = 40 paid weekly hours
40 / 40 = 1.0000 FTE

Split shift

A split shift uses multiple entries on the same day.

Example:

• Work: 7:00 AM to 11:00 AM = 4 paid hours
• Work: 3:00 PM to 7:00 PM = 4 paid hours

Calculation:

4 + 4 = 8 paid hours for the day

If the split shift occurs 4 days per week:

8 x 4 = 32 paid weekly hours
32 / 40 = 0.8000 FTE

Two-week schedule

For multi-week schedules, FTE Tree averages paid hours across the cycle.

Example:

• Cycle length: 2 weeks
• Week 1: 40 paid hours
• Week 2: 32 paid hours

Calculation:

40 + 32 = 72 paid hours in the cycle
72 / 2 weeks = 36 paid weekly hours
36 / 40 = 0.9000 FTE

Paid-hours override

If a schedule has a paid-hours override, that override is used as the paid weekly hours even if time entries exist.

Example:

• Paid-hours override: 20.00
• Weekly hours per FTE: 40.00

Calculation:

20.00 / 40.00 = 0.5000 FTE

Hours-only schedules are useful when you need FTE and cost calculations but do not need coverage analysis by day and time.

Weekly and annual hours examples

Weekly hours per FTE and annual hours per FTE are separate settings.

• Weekly hours per FTE converts schedule hours into FTE.
• Annual hours per FTE converts FTE and wage rate into annual cost.

Standard 40-hour example

Example:

• Schedule paid weekly hours: 40
• Weekly hours per FTE: 40

Calculation:

40 / 40 = 1.0000 FTE

Alternate full-time standard

Example:

• Schedule paid weekly hours: 20
• Weekly hours per FTE: 37.5

Calculation:

20 / 37.5 = 0.5333 FTE

If annual hours per FTE is 1,950 and the wage rate is $25.00:

0.5333 FTE x 1,950 annual hours = 1,039.94 displayed annual position hours
0.5333 x 1,950 x $25.00 = $25,998.38

The annual-hours line is displayed to two decimal places, but cost uses the exact FTE x annual-hours intermediate and rounds the final currency result to cents.

Leap-year annual-hours choices

Annual hours per FTE is an annualization setting. It tells FTE Tree how many hours to use when turning an hourly wage rate into an annualized cost. FTE Tree does not automatically change this setting for leap years.

Common choices:

• Use 2,080 every year when your budget treats a full-time hourly position as 40 hours x 52 weeks.
• Use 2,088 for a leap year if your organization's annualization policy includes the extra working day.
• Use another value if your contract, payroll, or budget method defines full-time annual hours differently.

Example: 2024 leap-year annual-hours policy

• 2024 annual hours per FTE: 2,088
• 2025 annual hours per FTE: 2,080
• Wage rate: $25.00
• FTE: 1.0000

Calculation:

2024 annualized cost = 1.0000 x 2,088 x $25.00 = $52,200.00
2025 annualized cost = 1.0000 x 2,080 x $25.00 = $52,000.00

That annualized cost is then allocated into report periods. The report allocation method does not change annual hours per FTE; it only controls how the already annualized amount is spread across months or partial date ranges.

Annual-rate setup

Some organizations enter a full annual amount as the base wage rate. In that setup, annual hours per FTE is usually set to 1.

Example:

• Base wage rate: $80,000.00
• FTE: 1.0000
• Annual hours per FTE: 1

Calculation:

1.0000 FTE x 1 annual hour = 1 annual position hour
$80,000.00 x 1 = $80,000.00

For a half-time position:

0.5000 FTE x 1 annual hour = 0.50 annual position hours
$80,000.00 x 0.50 = $40,000.00

When using annual-rate setup, enter rate and annual adjustments with that method in mind. A $2.00 base-rate adjustment would behave like $2.00 to the annual rate, not $2.00 per hour.

Wage source priority

FTE Tree calculates two cost views for position planning:

• Position cost: cost based on position-level planning data.
• Incumbent cost: cost based on the assigned incumbent wage when available, with fallback behavior.

Position cost wage priority

Position cost uses this priority:

1. Position base wage rate.
2. Assigned job-code default wage rate from the position's assigned job code.
3. Inherited default wage rate from the nearest applicable parent of the position's assigned job code.
4. Zero, with a warning, if no wage source is available.

If Position Base wage rate is required in your settings, a job-code default can still help reporting and comparison, but it does not satisfy the required position wage field for active-position readiness.

Incumbent cost wage priority

Incumbent cost uses this priority:

1. Assigned incumbent employee base wage rate, when one exists for the calculation date.
2. Position base wage rate.
3. Assigned job-code default wage rate from the position's assigned job code.
4. Inherited default wage rate from the nearest applicable parent of the position's assigned job code.
5. Zero, with a warning, if no wage source is available.

If no incumbent is assigned, FTE Tree warns that it is using position-level attributes for incumbent cost. If the assigned incumbent is inactive, the calculation detail includes an inactive-incumbent warning; use the wage source shown in the detail to confirm which rate was used.

Scenario calculations can change position fields, job-code assumptions, inherited job-code values, and adjustment assumptions. A scenario job-code or adjustment assumption can change a matching position's summary and report totals even when no position field is changed in that scenario. Employee wage and status history is not scenario-specific. A scenario can assign a different incumbent to the position, but it does not create a separate scenario-only wage history for that employee.

Position wage examples

Position wage overrides job-code default

Example:

• Schedule FTE: 0.7500
• Annual hours per FTE: 2,080
• Position wage rate: $30.00
• Assigned job-code default wage rate: $26.00

Calculation:

0.7500 x 2,080 = 1,560.00 annual position hours
1,560.00 x $30.00 = $46,800.00

The job-code default exists, but the position wage rate has priority.

Direct job-code default wage

Example:

• Schedule FTE: 0.7500
• Annual hours per FTE: 2,080
• Position wage rate: blank
• Assigned job-code default wage rate: $24.00

Calculation:

0.7500 x 2,080 = 1,560.00 annual position hours
1,560.00 x $24.00 = $37,440.00

This is valid when your organization allows active positions to use job-code defaults as the compensation source.

Inherited job-code default wage

Job codes form a tree. If the assigned job code does not have its own default wage rate, FTE Tree can use the nearest inherited default from a parent job code.

Example tree:

Position setup:

• Assigned job code: Nurse I
• Position wage rate: blank
• Schedule FTE: 0.7500
• Annual hours per FTE: 2,080

Calculation:

Nurse I has no default wage
Nurse has no default wage
Clinical staff has $26.00 default wage
0.7500 x 2,080 = 1,560.00 annual position hours
1,560.00 x $26.00 = $40,560.00

The inherited parent value is used because it is the closest available default wage in the effective job-code tree.

Closer inherited wage wins

Example tree:

Position setup:

• Assigned job code: Nurse I
• Position wage rate: blank

Result:

• FTE Tree uses $27.00 from Nurse, not $26.00 from Clinical staff.
• The nearest applicable parent default is used.

Effective inherited wage changes

Inherited job-code wages are effective-dated. Summaries and reports split when an effective inherited wage changes. In a scenario, the split uses the scenario's job-code assumptions and inherited job-code chain, while the Operating Budget keeps using the approved job-code setup.

Example:

• Assigned job code: Nurse I
• Nurse I default wage: blank
• Parent job code default wage: $26.00 through June 30
• Parent job code default wage: $28.00 starting July 1
• FTE: 0.7500
• Annual hours per FTE: 2,080

Point-in-time calculations:

Before July 1:
0.7500 x 2,080 = 1,560.00 annual position hours
1,560.00 x $26.00 = $40,560.00

On and after July 1:
0.7500 x 2,080 = 1,560.00 annual position hours
1,560.00 x $28.00 = $43,680.00

For a January 1 to December 31 date-range summary in a non-leap year:

Jan 1-Jun 30 = 181 days at $40,560.00 annual cost
Jul 1-Dec 31 = 184 days at $43,680.00 annual cost

$40,560.00 x 181/365 = $20,113.32
$43,680.00 x 184/365 = $22,019.51
Date-range cost = $42,132.83

Incumbent wage examples

Incumbent cost lets you compare the planned cost of the position with the cost of the person assigned to the position.

Incumbent wage source

Example:

• Schedule FTE: 1.0000
• Annual hours per FTE: 2,080
• Position wage rate: $25.00
• Active incumbent wage rate: $27.00

Position cost:

1.0000 x 2,080 = 2,080.00 annual position hours
2,080.00 x $25.00 = $52,000.00

Incumbent cost:

1.0000 x 2,080 = 2,080.00 annual position hours
2,080.00 x $27.00 = $56,160.00

The same position FTE is used, but the wage source is different.

Incumbent fallback to position wage

Example:

• Active incumbent is assigned.
• Incumbent wage rate: blank
• Position wage rate: $25.00
• FTE: 1.0000
• Annual hours per FTE: 2,080

Incumbent cost:

No incumbent wage is available
Use position wage rate: $25.00
2,080.00 x $25.00 = $52,000.00

Incumbent fallback to assigned job-code default

Example:

• Active incumbent is assigned.
• Incumbent wage rate: blank
• Position wage rate: blank
• Assigned job-code default wage rate: $24.00
• FTE: 0.7500
• Annual hours per FTE: 2,080

Incumbent cost:

0.7500 x 2,080 = 1,560.00 annual position hours
1,560.00 x $24.00 = $37,440.00

The job-code fallback uses the position's assigned job code, not the incumbent employee's job code.

Incumbent fallback to inherited job-code default

Example:

• Active incumbent is assigned.
• Incumbent wage rate: blank
• Position wage rate: blank
• Assigned job code has no default wage.
• Parent job code has an inherited default wage of $26.00.
• FTE: 0.7500
• Annual hours per FTE: 2,080

Incumbent cost:

0.7500 x 2,080 = 1,560.00 annual position hours
1,560.00 x $26.00 = $40,560.00

No incumbent assigned

If incumbent cost is requested but no incumbent is assigned, FTE Tree warns that it is using position-level attributes only.

Example:

• No incumbent assigned
• Position wage rate: $25.00
• FTE: 1.0000
• Annual hours per FTE: 2,080

Incumbent cost:

Use position wage rate: $25.00
2,080.00 x $25.00 = $52,000.00

Missing wage warning

Example:

• Active incumbent wage rate: blank
• Position wage rate: blank
• Assigned job-code default wage rate: blank
• Parent job codes have no inherited default wage.
• FTE: 1.0000

Result:

• FTE calculates normally.
• Position cost is $0.00.
• Incumbent cost is $0.00.
• FTE Tree shows a warning that no wage rate is available for the calculation date.

Adjustment order

Position adjustments can change FTE, base wage rate, or annual cost. They may come from position fields or from the assigned job code and its parent job codes.

FTE Tree applies adjustments by calculation type:

1. Fixed FTE amount.
2. FTE percent.
3. FTE percent, compound.
4. Dollars to base wage rate.
5. Percent to base wage rate.
6. Percent to base wage rate, compound.
7. Dollars to annual wage rate.
8. Percent to annual wage rate.
9. Percent to annual wage rate, compound.

Within the same type, FTE Tree uses the calculation order set on the adjustment, then the adjustment name.

FTE adjustment examples

Fixed FTE amount

Example:

• Base schedule FTE: 1.0000
• Fixed FTE adjustment: +0.1000

Calculation:

1.0000 + 0.1000 = 1.1000 FTE

Non-compound FTE percent

Non-compound percentages use the pre-percent FTE amount as the basis. If fixed FTE adjustments apply first, the percent uses the FTE after those fixed adjustments.

Example:

• Base schedule FTE: 1.0000
• Fixed FTE adjustment: +0.1000
• Non-compound FTE percent: +10%

Calculation:

1.0000 + 0.1000 = 1.1000
10% of 1.1000 = 0.1100
1.1000 + 0.1100 = 1.2100 FTE

If two non-compound FTE percent adjustments apply, they both use the same pre-percent basis.

Example:

Base FTE = 1.0000
First +10% = 0.1000
Second +10% = 0.1000
Final FTE = 1.2000

Compound FTE percent

Compound percentages use the running total.

Example:

• Base schedule FTE: 1.0000
• Fixed FTE adjustment: +0.1000
• Non-compound FTE percent: +10%
• Compound FTE percent: +10%

Calculation:

1.0000 + 0.1000 = 1.1000
10% non-compound of 1.1000 = 0.1100
Running total = 1.2100
10% compound of 1.2100 = 0.1210
Final FTE = 1.3310

FTE percent impacts are rounded to four decimal places before they are added to the running total.

Fractional FTE percent precision

Example:

• Schedule paid weekly hours: 40
• Weekly hours per FTE: 37.5
• Wage rate: $25.00
• Annual hours per FTE: 2,080
• Non-compound FTE percent: +10%

Calculation:

40 / 37.5 = 1.0667 FTE
10% of 1.0667 = 0.1067
1.0667 + 0.1067 = 1.1734 FTE
1.1734 x 2,080 x $25.00 = $61,016.80

Base wage rate adjustment examples

Base wage rate adjustments change the wage rate before annual cost is calculated.

Dollars to base wage rate

Example:

• Starting wage rate: $25.00
• Dollars to base wage rate: +$2.00

Calculation:

$25.00 + $2.00 = $27.00

Non-compound percent to base wage rate

Example:

• Starting wage rate after dollar adjustments: $27.00
• Percent to base wage rate: +5%

Calculation:

5% of $27.00 = $1.35
$27.00 + $1.35 = $28.35

Compound percent to base wage rate

Example:

• Running wage rate: $28.35
• Compound percent to base wage rate: +5%

Calculation:

5% of $28.35 = $1.42
$28.35 + $1.42 = $29.77

If FTE is 1.0000 and annual hours per FTE is 2,080:

1.0000 x 2,080 = 2,080.00 annual position hours
2,080.00 x $29.77 = $61,921.60

Annual adjustment examples

Annual adjustments apply after the adjusted base wage rate has been multiplied by annual position hours.

Dollars to annual wage rate

Example:

• Base annual cost: $52,000.00
• Dollars to annual wage rate: +$2,500.00

Calculation:

$52,000.00 + $2,500.00 = $54,500.00

Non-compound annual percent

Example:

• Annual cost after dollar adjustments: $54,500.00
• Annual percent: +10%

Calculation:

10% of $54,500.00 = $5,450.00
$54,500.00 + $5,450.00 = $59,950.00

Compound annual percent

Example:

• Running annual cost: $59,950.00
• Compound annual percent: +10%

Calculation:

10% of $59,950.00 = $5,995.00
$59,950.00 + $5,995.00 = $65,945.00

Adjustment limits and edge cases

Max basis amount

Max basis limits the amount used as the basis for a percentage adjustment.

Example:

• Base annual cost: $80,000.00
• Annual percent adjustment: +10%
• Max basis amount: $50,000.00

Calculation:

Use $50,000.00 as the basis
$50,000.00 x 10% = $5,000.00

Without the max basis, the impact would have been $8,000.00.

Max impact amount

Max impact limits the final adjustment amount.

Example:

• Base annual cost: $75,000.00
• Annual percent adjustment: +10%
• Max impact amount: $5,000.00

Calculation:

$75,000.00 x 10% = $7,500.00
Max impact = $5,000.00
Adjustment impact = $5,000.00

Negative percentage adjustment

Negative adjustments preserve their direction when max basis or max impact is used.

Example:

• Base annual cost: $80,000.00
• Annual percent adjustment: -10%
• Max basis amount: $50,000.00

Calculation:

$50,000.00 x -10% = -$5,000.00

Example with max impact:

• Base annual cost: $75,000.00
• Annual percent adjustment: -10%
• Max impact amount: $5,000.00

Calculation:

$75,000.00 x -10% = -$7,500.00
Max impact = -$5,000.00
Adjustment impact = -$5,000.00

Duplicate adjustment handling

If the same adjustment is inherited from more than one source and duplicates are not allowed, FTE Tree includes it once and excludes the duplicate. A warning is included in the calculation detail.

Example:

• Parent job code has Benefit Load +20%.
• Position also has Benefit Load +20%.
• Benefit Load does not allow duplicates.

Result:

• Benefit Load is applied once.
• The duplicate is excluded.
• Calculation detail includes a duplicate warning.

If the adjustment allows duplicates, both instances can apply.

No effective setup

An adjustment must have an effective setup on the calculation date. If an adjustment is attached to a position or inherited from a job code but has no effective setup yet, FTE Tree excludes it and shows a warning.

Example:

• Position includes Weekend Premium.
• Weekend Premium has no effective setup as of March 1.
• Calculation date: March 1.

Result:

• Weekend Premium does not affect FTE, rate, or annual cost.
• Calculation detail shows that the adjustment was excluded for the date.

Inherited job-code adjustment plus position adjustment

Inherited job-code adjustments and position adjustments can both affect the same position.

Example:

• Parent job code adjustment: Benefit Load +20% annual percent.
• Position adjustment: Certification Premium +$1.00 to base wage rate.
• Position wage rate: $25.00.
• FTE: 1.0000.
• Annual hours per FTE: 2,080.

Calculation:

Base wage rate = $25.00
Certification Premium = +$1.00
Adjusted base wage rate = $26.00
Annual position hours = 1.0000 x 2,080 = 2,080.00
Base annual cost = $26.00 x 2,080.00 = $54,080.00
Benefit Load = $54,080.00 x 20% = $10,816.00
Final annual cost = $64,896.00

Headcount examples

Headcount is threshold based. Active positions count as 1.0 headcount when calculated FTE is greater than or equal to the organization's Headcount FTE amount. Otherwise they count as zero.

Default threshold

If the threshold is 0.0000, any active position with FTE greater than or equal to 0.0000 counts as 1 headcount.

Example:

• Active position
• FTE: 0.2500
• Headcount FTE amount: 0.0000

Result:

• Headcount: 1

Excluding zero-FTE positions

To exclude zero-FTE positions, set the threshold to 0.0001.

Example:

• Active position
• FTE: 0.0000
• Headcount FTE amount: 0.0001

Result:

• Headcount: 0

Part-time threshold

Example:

• Headcount FTE amount: 0.5000

Inactive positions never count toward headcount, even if their schedule would otherwise produce enough FTE.

Effective-date examples

Many position values are effective-dated. FTE Tree uses the value that applies on the calculation date.

Initial value

If an effective start date is blank, the value is treated as the initial value. It applies until another value with an effective start date replaces it.

Example:

• Initial schedule: 40-hour schedule
• New schedule effective July 1: 20-hour schedule

Result:

• Before July 1: 1.0000 FTE
• On and after July 1: 0.5000 FTE

Future-dated value

Future-dated values do not affect today's calculation until their effective date arrives.

Example:

• Today is May 1.
• Current position wage rate: $25.00
• Future wage rate effective July 1: $28.00

Result:

• May 1 calculation uses $25.00.
• July 1 calculation uses $28.00.

Retroactive value

If a past effective date is entered, calculations for that past period can change.

Example:

• A wage rate of $26.00 is entered with an effective start of January 1.
• Reports for February use $26.00 after the value is approved.

Retroactive changes can affect historical summaries and reports because they change the value that applied on those dates.

Summary examples

Staffing Strategy overview values are point-in-time annualized run-rate values for the selected As of date. Planning reports are the place to review allocated period amounts across a date range.

In the Staffing Strategy overview and the position Calculation detail tab, FTE, headcount, position cost, and incumbent cost are the values that are active on the selected As of date. The cost columns are annualized run rates, not month-to-date, year-to-date, or fiscal-year amounts. In period reports, FTE and headcount are day-weighted averages because they represent staffing levels, and costs are allocated as period amounts. FTE values and FTE adjustment impacts are calculated to four decimal places, while currency results round to cents.

Annualized cost is calculated first:

FTE = schedule paid weekly hours / weekly hours per FTE
annualized cost = adjusted wage rate x FTE x annual hours per FTE

Reports then allocate the annualized amount into the selected date range. The default allocation method is Actual calendar days. Some reports can also use Even monthly when you want full months to be smoothed instead of seasonally weighted by calendar days.

Point-in-time summary

An effective-date summary asks, "What annualized run rate is true on this date?"

Example:

• Effective date: July 1
• Position FTE on July 1: 0.5000
• Annualized run-rate cost on July 1: $26,000.00

Result:

• FTE: 0.5000
• Annualized position cost: $26,000.00

The cost is not prorated because the summary is a point-in-time annualized run-rate view. To see how much cost belongs to a month, quarter, fiscal year, or other date range, run a planning report with the needed date range and cost allocation method.

Actual calendar-day allocation

Actual calendar days is the default. It uses each day's actual share of its calendar year.

Example:

• Annualized cost: $52,000.00
• February 2024: 29 days in a 366-day year
• February 2025: 28 days in a 365-day year

Calculation:

February 2024 = $52,000.00 x 29/366 = $4,120.22
February 2025 = $52,000.00 x 28/365 = $3,989.04

A full January 1 through December 31 leap-year report still equals one annualized amount when nothing changes during the year. The leap year has one more day, but each day is a slightly smaller share, so the full year adds back to $52,000.00.

When a range crosses calendar years, FTE Tree calculates each calendar year's portion separately. For example, December 31, 2024 through January 1, 2025 uses one day at 1/366 and one day at 1/365.

Even monthly allocation

Even monthly smooths full months to 1/12 of annualized cost. This can be useful when your reporting process expects every full month to carry the same budget amount.

Example:

• Annualized cost: $52,000.00
• Report grouping: month
• Allocation method: Even monthly

Calculation:

Full month share = $52,000.00 x 1/12 = $4,333.33 before final reconciliation

Because cents must reconcile, most months show $4,333.33 and the final included segment absorbs the rounding difference so the selected range totals exactly $52,000.00.

Partial months use the included days in that month:

partial month factor = (included days / days in month) x 1/12

Example:

• Annualized cost: $52,000.00
• Included range: February 15-29, 2024
• February 2024 has 29 days

Calculation:

Included share = (15 / 29) x 1/12
Period cost = $52,000.00 x (15 / 29) x 1/12 = $2,241.38

Date-range FTE summary

A date-range summary asks, "What happened across this period?"

Example:

• Summary range: January 1 to December 31 in a non-leap year
• FTE January 1 through June 30: 1.0000
• FTE July 1 through December 31: 0.5000

Calculation:

Jan 1-Jun 30 = 181 days at 1.0000 FTE
Jul 1-Dec 31 = 184 days at 0.5000 FTE

Weighted FTE = ((181 x 1.0000) + (184 x 0.5000)) / 365
Weighted FTE = 273 / 365
Weighted FTE = 0.7479

Date-range cost summary

Using the same period:

• Annual cost January 1 through June 30: $52,000.00
• Annual cost July 1 through December 31: $26,000.00

Calculation:

$52,000.00 x 181/365 = $25,786.30
$26,000.00 x 184/365 = $13,106.85
Date-range cost = $38,893.15

Monthly breakdown

Monthly summaries split calculations by month and by effective-date changes inside each month.

Example:

• Wage rate changes on July 15.
• July has 31 days.
• July 1-14 uses the old wage rate.
• July 15-31 uses the new wage rate.

Result:

• July FTE is day-weighted across the two segments.
• With Actual calendar days, July cost uses the actual/actual share for July 1-14 and July 15-31.
• With Even monthly, July's 1/12 monthly share is split between July 1-14 and July 15-31 by included days.
• August uses the new wage rate for the whole month unless another change applies.

Rounding and reconciliation

Reports round cost amounts to cents. To keep exports reconcilable, FTE Tree makes the final portion of each calculated date range absorb any cent-level rounding difference. That means monthly rows, partial-month rows, and Calculation audit detail rows should add back to the same selected range total after rounding.

Department and job-code context

Summaries can also split when a value changes reporting context even if the position's FTE does not change.

Examples:

• Position moves to a new department on July 1.
• A department parent changes on July 1 and affects inherited GL values.
• A job-code parent changes on July 1 and affects inherited wage or adjustment values.
• A position custom field changes on July 1 and is used in reporting context.

These changes help the Staffing Strategy overview place the position in the correct context for the selected As of date. Reports use the same effective-dated changes to place the position in the correct department, job-code, GL, or custom-field context for each report period.

Scenario-specific examples

Scenarios compare a draft or assumption-based plan with the Operating Budget.

• The Operating Budget uses approved values.
• A scenario uses values saved in that scenario when they exist.
• User scenarios model position field changes.
• Organization scenarios can also include job-code assumptions and adjustment assumptions.
• Employee wage and employee status history are shared; they are not scenario-only values.
• If the selected scenario does not affect a position through a position value, job-code assumption, adjustment assumption, or inherited context, its scenario row should match the Operating Budget row.

User scenario schedule change

Example:

Calculation:

Operating Budget cost = 1.0000 x 2,080 x $25.00 = $52,000.00
Scenario cost = 0.7500 x 2,080 x $25.00 = $39,000.00
FTE change = -0.2500
Cost change = -$13,000.00

User scenario position wage change

Example:

Calculation:

Operating Budget position cost = $52,000.00
Scenario position cost = 1.0000 x 2,080 x $30.00 = $62,400.00
Position cost change = $10,400.00

If the incumbent wage is still $27.00, incumbent cost remains $56,160.00 in both views because the employee wage history did not change.

User scenario inactive position

Example:

• Operating Budget position is active all year.
• Scenario changes the position status to inactive on July 1.
• Operating Budget annual cost: $52,000.00.
• Summary range: January 1 through December 31 in a non-leap year.

Scenario date-range result:

Jan 1-Jun 30 = 181 days active
Jul 1-Dec 31 = 184 days inactive
Scenario FTE = 181 / 365 = 0.4959
Scenario cost = $52,000.00 x 181/365 = $25,786.30
Scenario cost change = $25,786.30 - $52,000.00 = -$26,213.70

Point-in-time scenario summaries on or after July 1 show zero FTE, zero cost, and zero headcount for that position.

Scenario-only draft position

Scenario-only draft positions can be modeled before they become Operating Budget positions.

Example:

• New scenario-only position.
• Active status in the scenario.
• FTE: 1.0000.
• Position wage rate: $25.00.
• Annual hours per FTE: 2,080.

Scenario impact:

Operating Budget impact = $0.00
Scenario cost = 1.0000 x 2,080 x $25.00 = $52,000.00
Change = +$52,000.00

If the new draft position is active but missing a schedule or wage source, the calculation shows zero or warnings until the missing inputs are supplied. Approval requests and promotions also check active-position readiness and paid position capacity before the position becomes part of the Operating Budget.

Scenario department move

Example:

• Operating Budget department: Cardiology.
• Scenario department: ICU effective July 1.
• FTE and wage are unchanged.

Result:

• Position detail still calculates the same FTE and cost.
• Department summaries show the position under Cardiology before July 1.
• Department summaries show the position under ICU on and after July 1.
• Scenario change columns show department placement changing even when total cost does not change.

Organization scenario adjustment override

Example:

• Operating Budget benefit adjustment: +20% annual percent.
• Organization scenario overrides the benefit adjustment to +25%.
• Base annual cost before benefit adjustment: $52,000.00.

Calculation:

Operating Budget adjustment = $52,000.00 x 20% = $10,400.00
Operating Budget final cost = $62,400.00

Scenario adjustment = $52,000.00 x 25% = $13,000.00
Scenario final cost = $65,000.00

Scenario change = $2,600.00

The scenario uses the scenario adjustment setup. The Operating Budget keeps the approved adjustment setup.

Organization scenario adds an adjustment

Example:

• Operating Budget has no allowance adjustment.
• Organization scenario adds Housing Allowance as +5% annual percent.
• Base annual cost: $52,000.00.

Calculation:

Operating Budget final cost = $52,000.00
Scenario allowance = $52,000.00 x 5% = $2,600.00
Scenario final cost = $54,600.00
Scenario change = $2,600.00

If the adjustment is later promoted, it becomes part of the Operating Budget according to the promotion rules.

Scenario inherited job-code wage

Example:

• Position wage rate: blank.
• Assigned job code: Nurse I.
• Nurse I has no direct default wage.
• Parent job-code Operating Budget default wage: $26.00.
• Organization scenario parent job-code wage assumption: $28.00.
• FTE: 0.7500.
• Annual hours per FTE: 2,080.

Calculation:

Operating Budget inherited wage = $26.00
Operating Budget cost = 0.7500 x 2,080 x $26.00 = $40,560.00

Scenario inherited wage = $28.00
Scenario cost = 0.7500 x 2,080 x $28.00 = $43,680.00

Scenario change = $3,120.00

The scenario calculation uses the scenario job-code assumption for that date. The Operating Budget calculation continues to use approved Operating Budget values.

Effective-dated scenario job-code wage

Example:

• Operating Budget inherited wage: $26.00 all year.
• Scenario inherited wage stays $26.00 through June 30.
• Scenario inherited wage changes to $28.00 on July 1.
• FTE: 0.7500.
• Annual hours per FTE: 2,080.
• Summary range: January 1 through December 31 in a non-leap year.

Scenario calculation:

Jan 1-Jun 30 annual cost = 0.7500 x 2,080 x $26.00 = $40,560.00
Jul 1-Dec 31 annual cost = 0.7500 x 2,080 x $28.00 = $43,680.00

$40,560.00 x 181/365 = $20,113.32
$43,680.00 x 184/365 = $22,019.51
Scenario date-range cost = $42,132.83

Operating Budget date-range cost remains $40,560.00. The scenario change is $1,572.83.

Scenario incumbent assignment

Example:

Incumbent cost:

Operating Budget incumbent cost = 1.0000 x 2,080 x $27.00 = $56,160.00
Scenario incumbent cost = 1.0000 x 2,080 x $31.00 = $64,480.00
Incumbent cost change = $8,320.00

The scenario changes which employee is assigned to the position. The employee wage rates themselves still come from employee wage history.

Scenario with no position change

Example:

• Position has no changes in the selected scenario.
• No scenario-specific value applies to the position.
• Operating Budget FTE: 1.0000.
• Operating Budget position cost: $52,000.00.

Result:

This is expected when the selected scenario does not affect that position.

Scenario audit trace

Calculation audit detail can be used to verify why a scenario differs from the Operating Budget.

Example trace for a scenario wage change:

• Plan view: Scenario.
• Wage source: Position wage rate.
• Wage amount: $30.00.
• Annual hours: 1.0000 FTE x 2,080 annual hours.
• Final cost: $62,400.00.

Example trace for the Operating Budget comparison:

• Plan view: Operating Budget.
• Wage source: Position wage rate.
• Wage amount: $25.00.
• Annual hours: 1.0000 FTE x 2,080 annual hours.
• Final cost: $52,000.00.

Report examples

Reports use the same calculated data as the Staffing Strategy overview, but present it in different layouts.

Position summary report

Use Position summary when you want Operating Budget FTE, position cost, incumbent cost, and headcount summarized by department and period.

Example use:

• Finance wants monthly Operating Budget cost by department.
• Run Position summary with month grouping.
• The report creates monthly period rows from the values active during each month and the selected cost allocation method.

Position period detail extract

Use Position period detail extract when you need position-level detail by period and plan view.

Example use:

• Finance wants to reconcile each position's monthly FTE and cost.
• Run the extract with month grouping and selected plan views.
• Each row includes period, position, department, job code, FTE, headcount, position cost, and incumbent cost.

Calculation audit detail

Use Calculation audit detail when you need to trace a number back to the schedule, wage, adjustment, and annual-hours inputs behind it.

Example:

• A department summary shows $64,896.00 for one position.
• Calculation audit detail can show:
• Schedule FTE.
• FTE adjustments.
• Wage source.
• Base wage rate adjustments.
• Annual hours calculation.
• Annual adjustments.
• Warning count, if any.

This report is the best tool when a user asks, "Why is this cost number what it is?"

Adjustment impact report

Use Adjustment impact when you want to review how adjustments are affecting FTE and cost across plan views.

Example use:

• Review the total impact of a benefit adjustment.
• Compare the Operating Budget rate with an organization scenario override.
• Identify positions affected by inherited job-code adjustments.

GL summary and budget load reports

GL reports use the department and GL context that applies for each report period.

Example:

• A department moves under a different parent on July 1.
• The inherited GL value changes on July 1.
• The report splits the period so costs before July 1 use the old context and costs on or after July 1 use the new context.

Troubleshooting examples

FTE is zero

Check:

• Is the position status active on the calculation date?
• Is a schedule assigned on the calculation date?
• Does the schedule have paid weekly hours?
• Is weekly hours per FTE configured?

Cost is zero but FTE is not zero

Check:

• Is annual hours per FTE configured?
• Does the position have a wage rate?
• If position wage is optional, does the assigned job code have a direct or inherited default wage?
• For incumbent cost, does the assigned incumbent have a wage, or can the calculation fall back to position or job-code wage?

Scenario and Operating Budget are the same

Check:

• Does the scenario contain a draft change for the position?
• Does the scenario contain a job-code assumption that applies on or before the calculation date?
• Does the scenario contain an adjustment override that applies on or before the calculation date?
• Is the selected summary or report date range covering the effective date of the scenario change?

A report total differs from the visible summary

Check:

• Are the same date range and date grouping selected?
• Are the same departments included?
• Are the same plan views selected?
• Has the workspace or report refreshed after recent changes?
• Is the visible summary rounded to whole dollars while the report exports cents?

Related setup articles

For setup instructions, see:

• Position settings for weekly hours per FTE, annual hours per FTE, headcount threshold, wage requirements, and rounding.
• Schedules and coverage for schedule setup and paid-hours rules.
• Job codes and pay grades for default wage rates, inherited job-code values, and pay grades.
• Position adjustments for adjustment setup, order, availability, max basis, and max impact.
• Forecast scenarios for scenario assumptions, scenario changes, and promotion.
• Reports for report types, output layouts, permissions, and exports.