Labor budget and actual compensation reports

Financial and forecast reports are included in Workforce Planning.

FTE Tree keeps planned position amounts and calculated actual compensation in separate categories. Each category includes a position snapshot, detailed calculations, department and job code summaries, and a readiness list. When human resources system connections are enabled, Compensation Ownership Reconciliation provides a separate protected list for responsibility and matching information.

Before you begin

Choose a financial report

All ten reports require an effective date. Department and job code filters are optional. Blank filters include your authorized scope. Selected departments include lower-level departments you can access; selected job codes include the exact dated job codes.

Labor Budget Snapshot

Use this report to review budget capacity, staffed impact, vacancy impact, and items marked Needs budget setup on a selected date. A missing amount is unknown, not zero.

The report begins with approved position structure and applies the labor budget rate and adjustments that are valid for the selected date.

Criteria and filters

Review:

• approved position FTE;
• base rate source;
• budget capacity;
• active assigned FTE and assigned impact;
• vacant FTE and vacancy impact;
• overassigned impact when present;
• matching budget adjustments; and
• unavailable values that need setup.

Budget status is Amount available when the row’s monetary values are known. Otherwise it shows the specific setup reason and leaves the affected money blank.

Example: partial vacancy

A 1.0000 FTE position has a $90,000 annual budget rate and a 0.7500 FTE assignment. Before adjustments, the report can show $90,000 budget capacity, $67,500 assigned impact, and $22,500 vacancy impact.

The vacancy is still part of approved capacity. It is not treated as zero merely because no employee fills that portion.

Labor budget calculation, summary, and readiness reports

Use Labor Budget Calculation Detail when the snapshot amount needs an audit trail. It adds position name and job code, capacity per approved FTE, staffed budget per assigned FTE, annual hours per FTE, and the saved calculation details. A per-FTE value remains blank when its amount is unavailable or its corresponding FTE is zero.

Use Labor Budget Department Summary or Labor Budget Job Code Summary to see totals by department or job code. FTE includes every included position. Financial totals include positions whose budget amounts are available, and Positions excluded from financial totals makes incomplete coverage explicit.

Use Labor Budget Readiness Detail as a work list. It contains only positions with unavailable budget results for the selected calculation, with the reason the amount is unavailable and its effective date.

Use the position, status, effective date, and report preparation time when comparing downloaded results.

Actual Compensation Snapshot

Use this report to review the annualized actual compensation result for each position on a selected date. FTE Tree calculates eligible active assignments from protected employee pay, assignment FTE, annual-hours setup when needed, work schedules, and applied adjustments, then combines the available assignment results into one position amount. Handle every download as protected information.

Criteria and filters

Each row contains:

• position and position identifier;
• department and department identifier;
• active assigned FTE;
• compensation status; and
• actual annual compensation when the complete position result is available.

Compensation status is Amount available when the position amount is known. Otherwise it shows the specific setup reason and leaves the amount blank.

The report does not list each employee, assignment, pay entry, or applied adjustment as a separate row. Use Compensation > Employee pay to review pay timelines and Compensation > Applied adjustments to review applicable policies. Add the applicable pay and adjustments and compare the result with the position total.

A blank amount with Needs compensation setup is unknown, not zero. If any active assignment on the position is missing applicable pay or required annual hours, FTE Tree withholds the position amount instead of presenting a partial total as complete.

Example: employee compensation on an assignment

An employee has a $72,000 Annual salary (scaled by FTE) entry and a 0.7500 FTE assignment. Before adjustments, actual compensation is $54,000 for that assignment.

If that is the only active assignment on a 1.0000 FTE position, the position row shows 0.7500 assigned FTE and $54,000 actual annual compensation. The report does not create compensation for the remaining 0.2500 vacant FTE.

Example: several assignments become one position row

A position has a 0.6000 FTE assignment with $48,000 annual cost and a 0.4000 FTE assignment with $30,000 annual cost after their matching adjustments. The report shows 1.0000 assigned FTE and $78,000 actual annual compensation for the position.

If the second assignment lacks required annual hours for an hourly pay entry, the position amount is unavailable. The report does not show $48,000 as though it were the complete position total.

Actual compensation calculation, summary, and readiness reports

Use Actual Compensation Calculation Detail when a position result needs a protected audit trail. It adds position name and job code, compensation per assigned FTE, annual hours per FTE, and the saved calculation details. It remains position-level and does not become an employee pay register.

Use Actual Compensation Department Summary or Actual Compensation Job Code Summary for protected rollups. The average uses only assigned FTE whose compensation result is available. Positions excluded from financial totals identifies incomplete coverage.

Use Actual Compensation Readiness Detail to find positions whose compensation result was withheld. Correct the relevant employee, assignment, pay, annual-hours, or adjustment information, wait for a current result, and run the report again.

Calculation detail and summary amounts remain protected actual compensation. Share them only with people authorized to view the included compensation.

What happens when financial inputs are missing

Blank financial cells are unknown, not zero. A deliberate zero rate or pay entry is a known value. Review every status row before adding or sharing totals from a file.

Labor budget, actual compensation, and forecast financial reports require the selected result to be current when the run begins. A completed report stays fixed after later changes, so run it again when you need current information. Completed means the file was prepared; it does not confirm that every position had complete setup. Review statuses, setup reasons, and exclusions before sharing totals.

In a large organization, it may not be practical to resolve every setup issue before preparing a report. FTE Tree leaves affected amounts blank and withholds totals that could look complete. Your organization decides whether a provisional result can be shared with clear exclusions.

Compensation Ownership Reconciliation

Use this report when human resources system connections are enabled and an authorized reviewer needs to compare compensation records with the system responsible for them. It is a protected list, not a position-cost summary or payroll list.

Each row shows one compensation entry as of the report date, including its effective and end dates, employee and assignment, whether FTE Tree or a human resources system manages it, manager, connection status, identifier matches, missing confirmation from the connected system, and responsibility conflicts.

Criteria and filters

Use Record status to distinguish current, future, ended, and removed records. Use Managed by, Connection status, provider identifier fields, Mapping status, and Conflict status together. A blank provider identifier can be valid for a local record, while a provider-owned record without an expected mapping needs review.

Do not compare this report’s row count or compensation values directly with Actual Compensation Snapshot. The ownership report is one row per compensation entry being checked; the snapshot is one combined annualized result per position on one effective date.

Compare the reports carefully

Labor budget and actual compensation answer different questions. A difference does not by itself indicate an error. First confirm the same effective date, department selection, assignments, work schedules, and the rate or compensation information used by each report.

Do not subtract one report from the other until you have confirmed that the comparison matches your organization’s intended variance question.

Reconcile one position

1. Use the same organization, effective date, and department.
2. Open the position and confirm approved FTE.
3. Add active assignment FTE.
4. Review the labor budget rate and adjustments.
5. Open each employee’s pay timeline and identify the entry that applies to each assignment.
6. Review matching applied adjustments, including their dates, scopes, schedule eligibility, replacement, and suppression.
7. Recalculate each active assignment, then add the results to the position total.
8. Correct missing or incorrect information on the relevant employee pay, assignment, human resources system connection, or budget page.
9. Run new reports after updated results complete.

Protect downloaded results

The actual compensation report contains protected employee financial information. Download only when necessary, share only with authorized recipients, store it in an approved location, and remove working copies according to your organization’s rules.

The labor budget report is also access-controlled. Do not assume a person authorized for planned budget amounts is authorized for employee compensation.