FTE Calculator
Convert staff hours into full-time equivalents, roll them up to a team total, and get pro-rata salary and pro-rata holiday for every part-time person.
| Name | Hours per week | FTE | % of full time | Full-time salary | Pro-rata salary | Holiday days | Holiday hours |
|---|---|---|---|---|---|---|---|
| A. Whitfield | 37.50 | 1.00 | 100.0% | £42,000 | £42,000 | 28.00 | 210.00 |
| B. Osei | 30.00 | 0.80 | 80.0% | £42,000 | £33,600 | 22.40 | 168.00 |
| C. Lindqvist | 22.50 | 0.60 | 60.0% | £38,000 | £22,800 | 16.80 | 126.00 |
| D. Marchetti | 15.00 | 0.40 | 40.0% | £36,000 | £14,400 | 11.20 | 84.00 |
| E. Nakamura | 37.50 | 1.00 | 100.0% | £47,000 | £47,000 | 28.00 | 210.00 |
| F. Duarte | 18.75 | 0.50 | 50.0% | £34,000 | £17,000 | 14.00 | 105.00 |
| Total (6 people) | 161.25 | 4.30 | 71.7% | — | £176,800 | — | — |
FTE = hours worked ÷ full-time hours · pro-rata salary = full-time salary × FTE · pro-rata holiday = full-time entitlement × FTE
Worked example: 20 hours against a 40-hour standard is 0.50 FTE; 30 hours against 37.5 is 0.80 FTE; 1,040 hours against a 2,080-hour year is again 0.50. A £60,000 role at 0.80 FTE pays £48,000 pro rata, and a 28-day full-time entitlement becomes 16.8 days at 0.60 FTE — 7.50 hours a day on the standard set above.
Everything is calculated in your browser and no staff data is uploaded. What counts as “full time” is set by your contracts and your jurisdiction, not by a universal number — 35, 37.5, 38 and 40 hours a week are all standard somewhere, and some employers work on annual hours instead, which is why the basis is an input. Statutory holiday for part-time staff is normally pro-rated in the same way, but several countries express the entitlement in weeks rather than days and treat irregular-hours workers differently; check your local rules before using these figures in a contract.
What is the FTE Calculator?
FTE turns a mixed team of full-time and part-time people into a single comparable number: hours worked divided by full-time hours.
- FTE per person against a 35, 37.5, 38, 40 or custom hours standard
- Annual-hours basis as an alternative to weekly hours
- Team headcount versus total FTE, with the gap to a budgeted establishment
- Pro-rata salary from the full-time rate for each role
- Pro-rata holiday in both days and hours
- Optional cap at 1.00 FTE so overtime does not inflate the total
How to use the FTE Calculator
- 1
Choose whether full-time is defined per week or per year, then set the standard hours.
- 2
Set the full-time holiday entitlement, working days a week, and your budgeted establishment in FTE.
- 3
Add one row per person with their name, their hours and the full-time salary for the role.
- 4
Read each person's FTE, pro-rata salary and pro-rata holiday in the table.
- 5
Click Download the FTE table as CSV to take it into payroll or a spreadsheet.
About the FTE Calculator
FTE turns a mixed team of full-time and part-time people into a single comparable number: hours worked divided by full-time hours. Someone on 20 hours against a 40-hour standard is 0.5 FTE. This calculator does that for a whole staff list, totals it, and compares the result against your budgeted establishment.
What makes it useful is what comes with it. Each person gets a pro-rata salary from the full-time rate for their role, and a pro-rata holiday entitlement expressed in both days and hours — the hours figure being the one part-time staff actually need, because a day means something different for everyone. The whole table exports to CSV.
The standard is configurable rather than assumed: 35, 37.5, 38 or 40 hours a week, or an annual hours basis for employers who work that way. Everything is calculated in your browser and no staff data is uploaded. Statutory rules on part-time holiday vary by country, so check your local position before putting these figures in a contract.
Frequently asked questions
How do you calculate FTE?
Divide the hours a person works by the hours that count as full time. Twenty hours against a 40-hour week is 0.5 FTE; 30 hours against 37.5 is 0.8 FTE; 1,040 hours against a 2,080-hour year is again 0.5 FTE. Add everyone's FTE together for the team figure.
What counts as full-time hours?
There is no universal answer — 35, 37.5, 38 and 40 hours a week are all standard somewhere, and some employers define full time in annual hours instead. What matters is that your contracts and your FTE calculation use the same definition, which is why it is an input here.
How is part-time holiday entitlement calculated?
Multiply the full-time entitlement by the person's FTE. A 28-day full-time entitlement becomes 16.8 days at 0.6 FTE. Expressing it in hours as well avoids the classic argument about what a day is worth to someone who works two long days a week.
What is the difference between headcount and FTE?
Headcount counts people; FTE counts capacity. Ten people on half time are 10 headcount but 5 FTE. Budgets, productivity ratios and revenue-per-employee comparisons should almost always use FTE, while HR reporting and legal thresholds often use headcount.
Can someone be more than 1.0 FTE?
Arithmetically yes, if they work more than the standard hours. Whether you want that is a policy choice: counting overtime inflates your capacity figure, so this tool offers a checkbox to cap each person at 1.00 FTE, which is what most establishment reporting does.
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