How to calculate FTEs


In practice, these numbers still usually fall somewhere between 32 and 40 hours per week, with 40 hours per week being a common norm for a full-time schedule. 100% FTE or 1.0 FTE refers to one full-time employee or a number of people who make up the duties of one full-time position. FTE calculations are also important when determining eligibility for certain federal programs and benefits. Information provided on Forbes Advisor is for educational purposes only.

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In this particular case, your FTE must be 1.0 or 0.75 as the minimum requirement. Horizons can support your business by helping you hire full-time employees anywhere in the world. Whether you are looking to expand your business internationally, outsource your operations, or take on more remote staff contact us today to discuss your needs. The FTE is calculated by taking into account the number of hours worked in a full-time weekly schedule and the actual number of hours employees work. With the variety of working options available today some employees may work part-time while others may only work at certain times of the year or in several other flexible ways. This metric provides a useful way to measure all of the hours worked by each type of employee thereby helping businesses organize their headcount more effectively.

Simply enter the number of full-time employees, then add up all the hours worked by part-time employees , and don’t forget to enter the hours of your standard workweek . This way, you will be able to determine the number of full-time equivalent workers in your company even when you have part-time workers on-site. According to the Affordable Care Act , employers with 50 or more FTEs are required to offer ACA-compliant benefits.

Why Calculate the Full Time Equivalent?

Additionally, FTE calculations give you a better sense of your current staffing levels so that you can plan and budget accordingly. Some businesses list this information in their employee handbooks or offer letters. For example, a business might state, “Our standard work hours are Monday to Friday from 8 a.m. – 5 p.m.” If employees take a one-hour lunch, then the available hours per workweek is 40 hours .


For full-time employees — Each employee who worked more than 40 hours per week on average during a specific calculation period counts as 1.0 FTE. For full-time employees — Each employee who worked 40 or more hours per week on average, during a specific calculation period counts as 1.0 FTE. No employee can be greater than 1.0 FTE, as overtime is not counted for this calculation. In general terms, full-time equivalent is a unit of measure that plays an important role in calculations used in businesses, project management, or federal programs for eligibility purposes. Rather than hiring new employees, businesses can use FTE to deploy staff across various departments thereby keeping costs down.

Advisory services provided by Carbon Collective Investment LLC (“Carbon Collective »), an SEC-registered investment adviser. We add the full-time FTE, which as per point 2 is calculated to two, with the part-time FTE. It helps to determine the size of the company and the extent of involvement of every employee in the business. Wrike Blog Latest news and best practices on project management. It is important for businesses to know their FTE for internal management and workloads, salary negotiations and to stay in compliance with legal mandates. However, that doesn’t always accurately depict the workload a company can carry.

What is 75% FTE?

It is crucial for each company to know their FTE to ensure they are complying with the law. Different locations have different laws regarding employer mandates to their employees. Some are based on the number of Full-Time Equivalent workers a company employs. Why is it important for companies to know their full-time equivalent? A business’s FTE of its employees, or similarly, a school’s FTE of its students, can impact several areas.

Finally, run reports to see what you charge your clients, what you pay your employees, and whether you are making a profit . Finally, the third method is based on the weeks-worked equivalency. Business owners who want to understand whether their business is eligible to apply for a Paycheck Protection Program.

Several part-time employees can add up to one full-time employee. Confused? Here’s how FTE works

Salaried employees who work full time or are expected to work a full-time schedule (even if they don’t report their actual hours each week) are considered full-time employees in both cases. Some labor laws and employee benefit programs are linked to how many employees a company has on its payroll. To ensure that a company with 100 part-time employees is treated as fairly as one with 50 full-time employees, an FTE is calculated to compare both workforces.

If you, for instance, choose the first method, enter all the actual hours worked and divide that number with 2,080 to get the final FTE. To help you determine if you are eligible for a small-employer healthcare tax credit, you need to count the number of employees employed in your company throughout the year. If you are such an employer, then you are eligible to apply for a tax credit in the amount of 50% of employer-paid health care premiums.

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  • With a headcount, each employee counts as one, regardless of how many hours they work.
  • Below, Equations 1 and 2 indicate the formulas to calculate the FTE.
  • To determine your total FTE, add the total part-time hours worked, plus the total full-time hours worked.
  • Furthermore, this value is used only as a basis for calculating the annual FTE and reflects the hours of an employee who works 5 days a week, 8 hours a day. the number of hours an employee works by the number of FTE hours. Sign up to receive more well-researched human resources articles and topics in your inbox, personalized for you. Charlette has over 10 years of experience in accounting and finance and 2 years of partnering with HR leaders on freelance projects. She uses this extensive experience to answer your questions about payroll. Let’s take a look at a few of the more common programs you might be expected to provide an FTE figure for. There are 2,080 working hours in the year, and the GHI Company staff works 22,880 hours during that year.

Such encumbrance accountings have to be made every week throughout the year. If the employees work the same number of hours every week (especially part-time employees), the FTE will be the same every week. But if the number of working hours is a variable component, if you hire new people to your company, the calculations will be more complex, and the total FTE will vary from week to week. Full-time equivalent is the number of working hours spent by one full-time employee during a fixed period, which may be one week, one month, or, for example, one year. This method determines how many full-time employees are working in the company.

All the above-mentioned factors end up costing the company something and affecting its bottom line. It is critical for accounting purposesand determining wages, and for calculating the company’s expenses when paying its workers. On the other hand, a full-time equivalent is one or more employees whose work hours combine together to total at least 30 hours per week or 130 hours per month. (For a year, that is 2,080 hours with 40-hour workweeks and 1,560 hours with 30-hour workweeks, which is considered full-time for ACA reporting). The results will reflect the actual full-time payroll of the company. These metric is particularly important when companies are comparing themselves with industry averages or with close competitors.

The first step in calculating FTE is to make a complete list of all employees. Also, do not include yourself as the business owner, unless you are paid a salary and receive a W-2. FTE value helps in indicating the number of full-time employees that a company shall employ in a year or the number and type of employees needed to complete a project. This is not the actual number of hours spent, just an expected number. The actual number of hours may differ for every part-time employee. For a full-time one, the exact number of hours equals the expected number of hours in most cases.

  • Full-time Employees are workers who typically work for hours a week and are employed on a permanent basis.
  • Companies with an average FTE below 100 receive tax relief based on all employee wages, while companies with an average FTE above 100 receive tax relief based on wages paid to employees who were not working.
  • In our example, we will divide the total hours worked by Employees D and E by the number of hours worked by Employees A.
  • Then we shall take the number of hours a particular employee spends within the working week .
  • There are different ways to then decide how to break down that final number.
  • When 2,080 working hours are divided into 22,880 hours, the result is 11 FTEs.

In some cases, employers consider 37.5 hours a full-time work week because they don’t include the 30-minute mandatory daily break. After all, the net costs of hiring additional part-time employees may in fact be lower than the more visible cost of overtime pay for existing staff, and FTE is used to uncover such findings. This calculation provides a convenient way to quantify how many theoretically “whole” full-time employees are on the company payroll, even if the majority of your workforce is actually part time. To calculate FTEs and see if you qualify for tax credit, you can choose one of the said methods (we’ve provided calculators for each).

Under the ACA, some large employers might be responsible for providing minimum essential coverage or making shared responsibility payments to the IRS. For example, measuring FTE from month to month, or even week to week, helps to track overall workloads and expected employee output, even as part-time schedules chop and change. Figuring out exactly how many people work for a company is more complicated than asking for a show of hands. And while they’re all valued as part of the company, there are certain situations in which they’re not considered in the same way when calculating your headcount. When a business employs a significant number of part-time staff, it can be useful to convert their hours worked into full time equivalents, to see how many full-time staff they equate to.

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That means that before calculating a company’s FTE, a manager shall consider, first of all, company and country distinctions and regulations. And this also means that 1 FTE may equal a different number of working hours in different countries or even companies. The good news is that calculating FTE is pretty straightforward.


When classifying FTEs and working hours in your company’s policy, you can follow suit, or define your own FTE measurements. Regularly report information on minimum health insurance coverage to both employees and the IRS as part of their responsibilities under the ACA. Outside the business environment, this unit of measure is also used to measure a student’s class load or involvement in a school project. FTE refers to one full-time employee or the equivalent of a full-time employee. To qualify for PPP loan forgiveness an organization must have maintained the same level of FTE employees during certain specified time periods following the loan disbursement.

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