Workforce plan changes during the year

A raise starting July 1 costs less in its first year than the same raise starting January 1. Work out the yearly cost on each side of the change, then count the days each cost applies.

Start from the original salary again

Use a freshly prepared practice example with 1 approved FTE, 1 assigned FTE, $70,000 annual budget, $60,000 annual salary, and one 20% benefits estimate in each area from January 1, 2027. Do not continue from the main example’s already applied $63,000 salary.

Create separate workforce plans for each alternative below, all from January 1 through December 31, 2027. Keep the practice position and its benefits explicit. There are 365 days in 2027.

Propose the raise from July 1

1. Create Practice July raise from the original approved information.
2. Add Change compensation for the existing assignment.
3. Enter 63000, choose annual salary scaled by FTE, and start it on July 1, 2027.
4. Save and wait for the result.
5. Compare the position on June 30 and July 1, then open the full-year compensation result.

The increase is $3,600 × 184 ÷ 365 = $1,814.79. The yearly cost at July 1 is still $75,600; $73,814.79 is the cost for this particular year.

Add a temporary allowance in another workforce plan

Create Practice temporary allowance from the original approved information, with no raise. Create a $1,200 Annual cost only rule using Fixed amount after percentages.

1. Add Apply a compensation adjustment for the practice assignment.
2. Choose Apply once per assignment, with the additive overlap choice.
3. Start it on April 1 and end it on July 1.
4. Save and inspect March 31, April 1, June 30, and July 1.

The allowance applies for 91 days, April 1 through June 30. It adds $1,200 × 91 ÷ 365 = $299.18, making yearly compensation $72,299.18. During the allowance period, the yearly cost shown for a selected date is $73,200. July 1 is excluded from the allowance.

To combine both ideas, copy this allowance workforce plan and add the July salary proposal. The full-year amount is ($72,000 × 365 + $1,200 × 91 + $3,600 × 184) ÷ 365 = $74,113.97. Check each contribution before the combined total.

Compare a later hire with vacancy

Prepare a separate vacant 1 FTE position with the same $84,000 annual budget. The no-hire workforce plan has no active assignment and therefore $0 employee cost, while its full $84,000 budget remains available.

In a copy, Plan a hire or assignment for Casey Rowan at 1 FTE from July 1 and save it. Add Change compensation, select that hire under Proposed assignment, leave Assignment blank, and enter $60,000 annual salary from July 1. Review and apply the hire and pay together. A single 20% compensation benefit should apply to this position.

The employee cost is $72,000 × 184 ÷ 365 = $36,295.89. Assigned budget is $84,000 × 184 ÷ 365 = $42,345.21. The remaining year’s vacancy budget is $84,000 × 181 ÷ 365 = $41,654.79. Together the two budget portions equal $84,000.

A missing pay record on an active planned assignment is different from a vacant position: missing pay leaves compensation incomplete, not zero.

Change to half time on October 1

Use another workforce plan from the original full-time assignment and $60,000 salary, with the 20% benefits estimate. Keep the original approved position at 1 FTE.

1. Add End an assignment for the existing full-time assignment on October 1, 2027.
2. Plan a hire or assignment for the same employee and position at 0.5 FTE, beginning October 1, and save it.
3. Add Change compensation, select the new hire under Proposed assignment, and leave Assignment blank. Enter 60000 with annual salary scaled by FTE from October 1.
4. Review the original assignment’s pay coverage through September 30 and the new assignment’s pay from October 1. Pay values have no end date. The old assignment stops contributing when that assignment ends. Record pay explicitly for the new assignment.
5. Save and compare September 30 with October 1, then read the year totals. Select the assignment ending, new hire, and pay together when reviewing and applying this change.

The half-time salary is $60,000 × 0.5 = $30,000, plus $6,000 benefits, totaling $36,000 a year at the new arrangement. The position’s full budget stays $84,000. Its vacancy budget for the year is $42,000 × 92 ÷ 365 = $10,586.30. Check $73,413.70 + $10,586.30 = $84,000.

Separate staffing changes from calculation assumptions

For a half-time staffing alternative, begin from a separately prepared half-time assignment at 0.5 FTE. With the full-time $60,000 salary and benefits, it costs $36,000 a year. The approved full-time position still has half its capacity vacant.

In another workforce plan, leave a full-time assignment at 1 FTE and apply a Projected FTE calculation rule that reduces it by 50%. The salary calculation uses 0.5 FTE, so this simple salary-and-percentage-benefits example also costs $36,000. The recorded assignment remains full time; you have not created a vacancy by ending or reducing the staffing record.

Check both the recorded staffing and the FTE used in the calculation. Equal money totals do not mean the proposals make the same staffing decision. If staffing really changes during the year, use supported assignment-ending and new-assignment proposals with their own pay entries, then check every included date.

Read rounding and year boundaries carefully

Keep the unrounded calculation until the documented calculation step rounds it. Independently rounding each month can leave a few cents to add or remove. FTE Tree makes that adjustment in the last month with a cost, continuing into earlier months if needed, so its displayed months add to the period total. See the worked monthly rounding example.

For dates in 2028, divide the yearly amount by 366 days. A workforce plan crossing New Year needs separate contributions for each year. For example, a $72,000 yearly cost covering December 31, 2027 and January 1, 2028 costs $72,000 ÷ 365 + $72,000 ÷ 366 = $393.98 for those two days. The calculation reference and financial troubleshooting show where rounding and missing inputs matter.