Labor budget and actual compensation reports

Choose a financial report to review position budgets, calculated employee pay, or missing information that prevents a complete result. These reports are part of Workforce Planning. Budget and employee-pay reports require their own viewing permissions.

Budget and compensation have separate report groups. In each, choose a snapshot for one row per position, calculation detail to explain an amount, a summary for department/job-code totals, or readiness detail for missing information. If an HR-system connection is enabled, Compensation Ownership Reconciliation also lets authorized people check which system is responsible for pay records.

Before you begin

To do this	You need
Labor budget reports	View labor budgets for every included department.
Actual compensation reports	View actual compensation for every included department.
Compensation Ownership Reconciliation	View actual compensation for every included department and View HRIS integrations. This report is available only when human resources system connections are enabled.
Download CSV or Excel	the matching export permissions in addition to the report’s viewing permission.

Choose a financial report

Report	Shape	Use it to
Labor Budget Snapshot	One row per position	Review approved, assigned, vacant, and overassigned FTE with capacity, staffed budget, and vacancy impact
Labor Budget Calculation Detail	One row per position	Check position identity, FTE, amounts, per-FTE calculations, annual hours, saved calculation details
Labor Budget Department Summary	One row per department	Review FTE, yearly amounts, and financial exclusions by department
Labor Budget Job Code Summary	One row per job code	Review FTE, yearly amounts, and financial exclusions by job code
Labor Budget Readiness Detail	One row per excluded position	Resolve the exact issue that withheld a position’s financial result
Actual Compensation Snapshot	One row per position	Review assigned FTE, compensation status, and available yearly compensation
Actual Compensation Calculation Detail	One row per position	Check position identity, assigned FTE, yearly amount, amount per FTE, annual hours, saved calculation details
Actual Compensation Department Summary	One row per department	Review assigned FTE, yearly compensation, average per FTE, and exclusions by department
Actual Compensation Job Code Summary	One row per job code	Review assigned FTE, yearly compensation, average per FTE, and exclusions by job code
Actual Compensation Readiness Detail	One row per excluded position	Resolve the exact issue that withheld a position’s compensation result

All ten reports need an Effective date, meaning the day whose information you want to see. Department and job-code filters are optional. Leave them blank to include all records you are allowed to see, or select departments/job codes to narrow the report. A selected department includes its child departments that your access allows.

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

Choice	Required	How it works
Effective date	Yes	Selects the prepared approved position and yearly labor-budget balance for that date
Departments	No	Blank includes all departments you can access; selected departments include the departments beneath them on the effective date
Job codes	No	Blank includes every job code; selected values include only positions with those exact dated job codes

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 separate full-time practice position has a $70,000 annual budget rate and one half-time assignment. Before adjustments, budget capacity is $70,000, assigned budget is $70,000 × 0.5 = $35,000, and vacancy impact is $35,000.

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 to see how a position’s amount was worked out. It includes the position name and job code, budget per approved FTE, staffed budget per assigned FTE, annual hours per FTE, and each calculation step. A per-FTE value stays blank when its amount is unavailable or the FTE is zero.

Use Labor Budget Department Summary or Labor Budget Job Code Summary for totals by department or job code. FTE includes the selected positions. Money totals can include only positions with a calculated budget amount. Read Positions excluded from financial totals to see which positions are missing from the money total.

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 see the yearly compensation calculated for each position using the information that applies on your selected date. FTE Tree calculates the included assignments from their pay, FTE, annual hours, schedules, and adjustments, then adds them into one position amount. Share the download only with people allowed to see that pay information.

Criteria and filters

Choice	Required	How it works
Effective date	Yes	Selects eligible active assignments and the prepared yearly compensation result for that date
Departments	No	Blank includes all departments you can access; selected departments include the departments beneath them on the effective date
Job codes	No	Blank includes every job code; selected values include only positions with those exact dated job codes

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 $60,000 Annual salary (scaled by FTE) entry and a full-time assignment. Before adjustments, actual compensation is $60,000 for that assignment.

If that is the only active assignment on the position, its row shows 1.0 assigned FTE and $60,000 actual annual compensation. A separate vacant position has no employee pay to include.

Example: several assignments become one position row

A separate practice position has two half-time assignments. Each uses a $60,000 full-time salary and 20% benefits: $60,000 × 0.5 = $30,000 salary, plus $6,000 benefits, totaling $36,000. The position row shows 1 assigned FTE and $36,000 + $36,000 = $72,000 compensation.

If the second assignment lacks pay, the position amount is unavailable. The report does not show the first assignment’s $36,000 as though it were the complete total.

Actual compensation calculation, summary, and readiness reports

Use Actual Compensation Calculation Detail to see how a position’s pay cost was worked out. It includes the position name and job code, compensation per assigned FTE, annual hours per FTE, and the calculation steps. Each row still combines the assignments for one position. Open Employee pay to see an individual person’s entered pay.

Use Actual Compensation Department Summary or Actual Compensation Job Code Summary to add compensation by department or job code. The average uses only the assigned FTE with a calculated compensation amount. Check Positions excluded from financial totals to see which positions are missing from the money total.

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

Missing input	Does the current report finish?	What appears
Labor budget rate	Yes	Needs budget setup, with monetary cells left blank for the affected position
Pay on any active assignment	Yes	Needs compensation setup and a blank whole-position amount
Annual hours required for an hourly calculation	Yes	Needs annual hours setup, with the affected amount left blank
Position, employee, or adjustment setup required by a financial result	Yes	The specific setup reason, with monetary cells left blank for the affected position
Current labor budget or actual compensation result	No	The report asks you to refresh or wait for the result, then run it again

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 workforce plan 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 date, 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

Choice	Required	How it works
Effective date	Yes	Determines Record status and the ownership context used for review; it does not limit the report to records active on that date
Departments	No	Blank includes records in all departments you can access; selected departments narrow records using their employee or assignment ownership context

Use Record status to distinguish current, future, ended, and removed records. Managed by identifies the system responsible for the pay. A provider identifier is the record ID in the connected HR system. Check that it matches the intended person or assignment. Mapping status and Conflict status identify a missing or conflicting match. A locally managed record can legitimately have no provider identifier.

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 yearly 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.

Difference to review	Likely explanation to check
Labor budget is higher	Vacancy impact, a higher planning rate, or a budget-only adjustment
Actual compensation is higher	Employee compensation above the planning rate or a compensation-only adjustment
Labor budget has a value and actual compensation does not	Vacant FTE or missing employee compensation
Actual compensation has a value and labor budget does not	Missing budget rate or annual-hours setup
Same position differs by date	Dated FTE, assignment, rate, compensation, schedule, or adjustment changes

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

Compare one position’s budget and pay

Use the same organization, effective date, and department.
Open the position and confirm approved FTE.
Add active assignment FTE.
Review the labor budget rate and adjustments.
Open each employee’s pay timeline and identify the entry that applies to each assignment.
Review the adjustments that apply to this position, including their dates, any required schedule, and whether they replace or stop another adjustment.
Recalculate each active assignment, then add the results to the position total.
Correct missing or incorrect information on the relevant employee pay, assignment, human resources system connection, or budget page.
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.

Optional practice: follow the example through the financial reports

Use prepared practice records for this exercise. Follow its setup instructions before making changes.

Run each report for January 1, 2027, keeping the same department and position selected. Start before the pay-review workforce plan is applied.

Report	What to look for
Labor Budget Snapshot	The full position and its staffed part both have an $84,000 yearly budget. There is no vacancy, so vacancy budget is $0.
Labor Budget Calculation Detail	The $70,000 yearly position rate plus 20% benefits: $70,000 × 20% = $14,000; total $84,000.
Labor Budget Department Summary	The total for Outpatient Services should equal its included position amounts. Check any positions left out because information is missing.
Labor Budget Job Code Summary	The total for the Patient Services Coordinator job code should equal its included position amounts.
Labor Budget Readiness Detail	On a separate position without a rate, find the reason its budget is missing.
Actual Compensation Snapshot	Avery’s yearly compensation is $72,000.
Actual Compensation Calculation Detail	Avery’s $60,000 salary plus 20% benefits: $60,000 × 20% = $12,000; total $72,000.
Actual Compensation Department Summary	Compare the total for Outpatient Services with its included positions’ compensation.
Actual Compensation Job Code Summary	Compare the total for the Patient Services Coordinator job code with its positions’ compensation.
Actual Compensation Readiness Detail	On a separate assignment without pay, find the missing information, enter it, and rerun.

After the approved 5% salary increase is applied, run a new report for the same date. Avery’s salary is $63,000, benefits are $12,600, and compensation is $75,600. The yearly budget stays $84,000. A completed earlier report keeps its earlier amounts.

Compensation Ownership Reconciliation is available only with the agreed HR-system pilot and required access. It helps check which system maintains a person’s pay. Use workforce plan reports to compare changes before applying them.

Practice each financial report

Practice these reports after completing the financial report lesson. Keep the earlier result before changing a rate or pay amount. Your access must cover the included financial information and departments. Compare a position’s calculation with the report and any downloaded file, then explain what changed.

11. Labor Budget Snapshot

Question: What budget belongs to the course position?

Access: View labor budgets. Downloading also requires Export labor budgets.

Prepare: Use the main position after benefits. Each row is one included position.

Run: Open Reports, choose Labor Budget Snapshot, and enter these filters: effective date January 1, 2027; department Outpatient Services; job code Patient Services Coordinator. Choose CSV, Excel (.xlsx), or On-screen summary, run the report, and wait for it to finish.

Check: Find $84,000 budget capacity, $84,000 assigned budget, and $0 vacancy impact. Open the position budget and reproduce $70,000 + $14,000.

12. Labor Budget Calculation Detail

Question: How was that budget calculated?

Access: View labor budgets. Downloading also requires Export labor budgets.

Prepare: Use the same records as the budget snapshot. Each row explains one position’s budget calculation and selected inputs.

Run: Open Reports, choose Labor Budget Calculation Detail, and enter these filters: effective date January 1, 2027; department Outpatient Services; job code Patient Services Coordinator. Choose CSV, Excel (.xlsx), or On-screen summary, run the report, and wait for it to finish.

Check: Identify the $70,000 position rate and one 20% benefit contribution of $14,000. Confirm the final $84,000 matches Labor Budget Snapshot. A job-code rate should not be added on top of the selected position rate.

13. Labor Budget Department Summary

Question: How much budget does this department use?

Access: View labor budgets. Downloading also requires Export labor budgets.

Prepare: Use the main financial example. Each row summarizes included positions in a department.

Run: Open Reports, choose Labor Budget Department Summary, and enter these filters: effective date January 1, 2027; department Outpatient Services; job code Patient Services Coordinator. Choose CSV, Excel (.xlsx), or On-screen summary, run the report, and wait for it to finish.

Check: If the course position is the only match, budget capacity and assigned budget are each $84,000. Compare the underlying snapshot row. Read any excluded-position count before treating the total as complete.

14. Labor Budget Job Code Summary

Question: How much budget uses this job code?

Access: View labor budgets. Downloading also requires Export labor budgets.

Prepare: Use the same filters as the department summary. Each row groups positions by job code.

Run: Open Reports, choose Labor Budget Job Code Summary, and enter these filters: effective date January 1, 2027; department Outpatient Services; job code Patient Services Coordinator. Choose CSV, Excel (.xlsx), or On-screen summary, run the report, and wait for it to finish.

Check: Find the same $84,000 contribution for Patient Services Coordinator. The job-code summary reorganizes the same budget; it does not add another budget amount.

15. Labor Budget Readiness Detail

Question: Why can a position’s budget not be calculated?

Access: View labor budgets. Downloading also requires Export labor budgets.

Prepare: Use a practice position with neither a position nor job-code budget rate. Each row identifies a readiness result or a required input, not a dollar subtotal.

Run: Open Reports, choose Labor Budget Readiness Detail, and enter these filters: effective date January 1, 2028; select the separate practice department and job code. Choose CSV, Excel (.xlsx), or On-screen summary, run the report, and wait for it to finish.

Check: Find the missing-rate reason. Enter a $70,000 annual position rate, wait, and rerun. The missing-rate item should clear. Run Labor Budget Snapshot separately to find the resulting $70,000 before benefits.