Workforce capacity tool
FTE Calculator
Convert weekly schedules or aggregate labor hours into full-time equivalents, annualized hours and whole full-time positions.
FTE estimate
FTE formula
FTE = total labor hours ÷ full-time hours for the same period.
For weekly schedules, total weekly labor hours equal the sum of employees in each group × average weekly hours per employee. Divide by the chosen full-time weekly standard. For aggregate hours, divide total hours by full-time hours per week × period weeks.
One annual FTE represents full-time weekly hours × weeks per year. The annualized-hours output scales average weekly labor hours to the selected number of weeks per year.
Checked examples
| Inputs | Calculation | Result |
|---|---|---|
| 6 employees at 40 h/week, 4 at 20, and 3 at 30; full time = 40 h/week | (6×40 + 4×20 + 3×30) ÷ 40 | 410 weekly hours; 10.25 FTE; 13 employees; 11 whole positions to cover all hours |
| 10,000 labor hours over 26 weeks; full time = 40 h/week | 10,000 ÷ (40×26) | 9.6154 average FTE; 384.6154 hours/week; 20,000 annualized hours at 52 weeks |
| 1 employee at 30 h/week; full time = 37.5 h/week | 30 ÷ 37.5 | 0.8 FTE |
How to interpret the result
An FTE is a unit of labor capacity, not a person count. Ten employees working half of the selected full-time schedule equal 5 FTE. The “whole positions” result rounds FTE upward and answers a narrow capacity question: how many full-time schedules would be needed to cover the same hours if work could be allocated perfectly.
Important: this is a general workforce-planning calculation. It is not the Affordable Care Act, tax, grant, education, healthcare staffing or any other legal definition of full-time employee or FTE. Those rules may use different periods, caps, exclusions and rounding.
Limits and assumptions
- Full-time weekly hours must be greater than 0 and no more than 168.
- Weeks per year must be greater than 0 and no more than 53.
- Group counts must be whole numbers from 1 through 1,000,000; group hours must be greater than 0 and no more than 168.
- Unused group rows must have both fields blank. A partly completed row is rejected.
- Aggregate hours may be up to 1 trillion and the period may be 0.01 through 520 weeks.
- The calculation assumes entered hours are comparable and does not adjust for overtime premiums, productivity, leave, breaks or different job skills.
Frequently asked questions
What does 0.8 FTE mean?
It represents 80% of the selected full-time schedule. If full time is 40 hours per week, 0.8 FTE is 32 hours per week.
Can FTE be greater than headcount?
Yes. It can happen when average hours exceed the selected full-time standard. Check whether overtime should be included for your purpose.
Is headcount the same as FTE?
No. Headcount counts people. FTE converts their combined hours into equivalent full-time schedules.
Should paid leave be included?
That depends on the reporting purpose. Use a consistent definition of labor hours and document whether leave, holidays, training and overtime are included.
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