FTE calculator

Convert total hours worked by full-time and part-time staff into full-time equivalents.

In shortFTE = total hours worked by all employees ÷ hours a full-time employee works in the same period. For example, 1,040 hours in a 4-week period at 40 hours a week is 6.5 FTE.

Who uses itFinance, HR and location managers
WhenBudgeting, benchmarking or benefit planning
You needHours of full-time and part-time staff for one period
ResultTotal FTE and the part-time share in FTE

Calculator

The FTE formula

Total hours = full-time employees × their hours + part-time hours.

FTE = total hours ÷ full-time standard for the period.

See it with numbers

A bakery has 4 full-time employees at 160 hours in a 4-week period and part-timers who worked 360 hours in total. Total hours are 1,000, so FTE is 6.25 at a 160-hour standard. The part-time team equals 2.25 full-time employees.

When to check your FTE

Use it for budgeting, comparing locations or checking staffing against workload. FTE turns a mix of part-time and full-time hours into one comparable number.

Some laws and benefit rules define full-time differently, for example for health coverage. Use the definition that applies to the question you are answering.

A different scenario

A dental practice measures one week. Its 10 full-time staff each work 37.5 hours, and part-time hygienists and front desk staff add 142.5 hours. Total hours are 517.5, so at a 37.5-hour standard the practice runs 13.80 FTE. The part-time group equals 3.80 full-time positions.

Making sense of the FTE number

FTE turns hours into the number of full-time positions they would fill, so it moves with overtime and short weeks even when nobody is hired or leaves. The standard you choose changes everything: the same hours give a lower FTE against 40 than against 37.5. The full-time field applies one figure to everyone, so if full-timers work different hours, add their actual total into the part-time field instead to keep the total right.

Mistakes with the FTE

Using a 40-hour standard when your full-time week is 37.5. Enter your own full-time definition or the FTE count will be off.
Mixing a week of hours with a monthly standard. Make sure hours and the standard cover exactly the same period.
Using this budgeting FTE for health coverage rules. Legal tests count differently, so run those separately.

Tailor it to how you work

Clinics and care homesCalculate FTE by role, since nurses, aides and front desk staff are budgeted separately.

Retail chainsCompare FTE per store against sales to see which locations run lean or heavy.

Worth knowingTrack FTE monthly beside headcount. When headcount rises but FTE stays flat, you are hiring more part-timers to cover the same hours.

Questions about the FTE calculator

Is FTE the same as headcount?

No. Headcount counts people; FTE counts hours.

What standard should I use?

Your own full-time definition, usually 40 hours a week.

Do paid leave hours count?

Decide and apply it consistently; some include paid hours, others only worked hours.

Does this decide benefit eligibility?

No. Legal definitions may differ.

How do I calculate FTE for a single week?

Use weekly hours and a weekly standard, such as 37.5 if that is your full-time week. All three hour fields must cover the same week, or the result will be off by a factor of four or five.

Can FTE be higher than headcount?

Yes, when full-time staff work beyond the standard. Ten people working 45 hours against a 40-hour standard is 11.25 FTE, a sign of steady overtime that a hire might cover more cheaply.

Keep going

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Related guides and tools

Skip the manual totals

Instead of adding up timesheets before you open the FTE calculator, let EZTime total employee hours. Book a demo to see it with your team.

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General information and an estimate only. It is not legal, payroll, tax or financial advice. Rules vary by state and city. Check important results with a qualified professional.