A Full Time Equivalent (FTE) Calculations - The Upgrade

1 A. full time Equivalent (FTE) Calculations All work hours in HRMS must use quarter hour increments. To calculate the FTE, simply take the number of hours worked divided by 40 and round to two decimal places. For example 40 hrs/wk =. 40/40 = FTE. Hours Formula FTE Hours per Formula FTE. per week week 40/40 = = .763 .76. = .993 .99 = .756 .77. = .987 .99 30/40 = .75 .75. = .981 .98 = .744 .74. 39/40 = .975 .98 = .738 .74. = .968 .97 = .731 .73. = .962 .96 29/40 = .725 .73. = .956 .96 = .719 .72. 38/40 = .95 .95 = .713 .71. = .943 .94 = .706 .71. = .937 .94 28/40 = .700 .70. = .931 .93 = .694 .70. 37/40 = .925 .93 = .688 .69. = .919 .92 = .681 .69. = .913 .91 27/40 = .675 .68. =.906 .91 =.669 .67. 36/40 = .90 .90 = .663 .66. =.894 .89 = .656 .66. = .888 .89 26/40 = .65 .65. = .881 .88 = .644 .64. 35/40 =.875 .88 = .638 .64. = .869 .87 = .631 .63. =.863.

2 86 25/40 = .625 .63. = .856 .86 = .619 .62. 34/40 = .85 .85 = .613 .61. = .844 .84 = .606 .61. = .838 .84 24/40 = .60 .60. = .831 .83 = .594 .59. 33/40 = .825 .83 = .588 .59. = .819 .82 = .581 .58. = .813 .81 23/40 = .575 .58. = .806 .81 = .569 .57. 32/40 = .80 .80 = .563 .56. = .794 .79 = .556 .56. = .788 .79 22/ 40 =.55 .55. = .781 .78 = .544 .54. 31/40 = .775 .78 = .538 .54. = .769 .77 = .531 .53. Leadership and Talent Development/OHR position Management: Updating Existing Positions 1-27-15. B. full time Equivalent (FTE) Calculations (cont.). Hours per Formula FTE Hours per Formula FTE. week week 21/40 = .525 .53 = .263 .26. = .519 .52 = .256 .26. = .513 .51 10/40 =.250 .25. = .506 .51 = .244 .24. 20/40 =.50 .50 = .238 .24. = .494 .49 = .231 .23. = .488 .49 9/40 = .225 .23. = .481 .48 = .219 .22. 19/40 =.479 .48 = .213 .21. =.469 .47 = .206 .21. =.

3 463 .46 8/40 = .200 .20. =.456 .46 = .194 .19. 18/40 =.450 .45 = .188 .19. = .444 .44 7/40 = .175 .18. = .438 .44 = .169 .17. = .431 .43 = .163 .16. 17/40 = .425 .43 = .156 .16. = .419 .42 6/40 = .150 .15. = .413 .41 = .144 .14. = .406 .41 = .138 .14. 16/40 = .400 .40 = .131 .13. = .394 .39 5/40 = .125 .13. = .388 .39 = .119 .12. = .381 .38 /40 = .113 .11. 15/40 = .375 .38 = .106 .11. = .369 .37 4/40 = .10 .10. = .363 .36 = .094 .09. = .356 .36 = .088 .09. 14/40 = .350 .35 = .081 .08. = .344 .34 3/40 = .075 .08. = .338 .34 = .069 .07. = .331 .33 = .063 .06. 13/40 = .325 .33 = .056 .06. = .319 .32 2/40 = .050 .05. = .306 .31 = .044 .04. 12/40 = .30 .30 = .038 .04. = .294 .29 = .031 .03. = .288 .29 1/40 = .025 .03. = .281 .28 .75 .75/40 =.019 .02. 11/40 = .275 .28 .50 .50/40 = .013 .01. = .269 .27 .25 .25/40 = .006 .01. Leadership and Talent Development/OHR position Management: Updating Existing Positions 1-27-15.

4 Pooled Positions Job Aid A. The purpose of this job aid is to identify when it is appropriate to pool positions in position Management. Ideally, positions should have a 1:1 relationship (one position = one headcount). If certain criteria are met it is possible to create a multi-headcount position . Note: position fields must be identical. The following fourteen (14) fields must be exactly the same in order to create a pooled position . Company Department ID Union Code Location Job Code Bargaining Unit Reports To Regular/Temporary Business Title Salary/Admin Plan Standard Hrs full /Part time Grade FTE. Types of Positions Pooled Hourly employees such as students or temporary casual appointments Graduate employees Two temporary/casual appointments = Pooled 217675 and 217677 . Hourly student positions = Pooled 217680 . Leadership and Talent Development/OHR position Management 10-13-14.

5 Pooled Positions Job Aid (cont.) B. Creating/Updating Headcount for position Record Set headcount in the Max Head Count field when creating or updating position record. Do's & Don'ts of position Pooling Pooling allows a position manager to associate multiple jobs in one position . Supervisors are never pooled. Positions should mirror the job data of the incumbents. Leadership and Talent Development/OHR position Management 10-13-14. A. position Management Approval All position requests require the Approve/Deny field in position Management pages to reflect Approve before using position data. This job aid outlines the approval process. Approval Process 1. Click <Save> to record the position request in HRMS. 2. Requests requiring Central position Management Approval will save with a status of Proposed . The request will be placed into an approval queue. Central position Management will: Facilitate the appropriate central review of the request.

6 Call or follow up with the department with questions on the request. <Approve> or <Deny> the request. Notify the position managers, via email, on approval or denial of request. 3. Requests that do NOT require approval will automatically save with a status of Approved . Approvals and Denials are reflected on the position management record. 4. position records will record the employee username, date, and time the record was created, updated, approved or denied on the position pages. Central position Management will strive to act upon requests within 48 hours and departments may be contacted with questions during that timeframe. New position Management Requests All new position management requests require approval from Central position Management. position Status must be Approved prior to data use in HRMS. Requests should be submitted using the position Management Request (PMR) Form which contains the appropriate authorized signature within the unit.

7 Leadership and Talent Development/OHR position Management: Updating Existing Positions 1-21-15. B. position Management Approval (cont.). Updating Existing position Management Requests All updates to existing positions require approval in HRMS. position Status must be Approved prior to data use in HRMS. Specific update requests will automatically set the position status to Approved while others will be placed into a queue for Central position Management approval. position Reason System Assigned Approved Central position Management approval done in HRMS. NEW - Yes Title Change Yes - Work Location Change Yes - Reports To Change Yes - Standard Hours Change - Yes Job Re-Classification - Yes position Data Update - Yes If the following fields are updated (given any reason code) the request will require approval from Central position Management. Job Code Salary Admin Plan FTE.

8 Long Description Grade Add to Actual FTE Amount Reg/Temp Step Notice Rights Checkbox full /Part time Standard Hours Classified Indicator Union Code Company Bargaining Unit Effective Status (Active to Inactive). Leadership and Talent Development/OHR position Management: Updating Existing Positions 1-21-15. position Pages Field Names and Definitions A. This job aid identifies and defines the tabs and fields in position Management for position managers and/or position inquiry viewers. See the position Management: Creating New Positions course for detailed definitions of each field. Main Menu > Organizational Development > position Management > Maintain Positions/. Budgets > Add/Update position Info DESCRIPTION TAB. position INFORMATION SECTION. Field Name Definition position Number A unique system assigned number that identifies the position . Number is assigned when record is saved.

9 Headcount Status This will be blank initially and cannot be updated on this page. Current Headcount Indicates the number of positions available within this record. Defaults to 1. out of 1.. Effective Date First date action is effective. Defaults to the current date. Future dated effective dates are not encouraged. Reason Reason for the new or changed position row. position Status The status of the position request. Defaults to Proposed for a new position record. Current Head Count Indicates the number of positions available within this record. Defaults to 1 out of 1.. Status Positions can be active or inactive. Inactive positions cannot be used or reactivated. New positions default to Active.. Action Date Defaults to the current date. Status Date Defaults to the current date. Key position Do not use. DESCRIPTION TAB. JOB INFORMATION SECTION. Business Unit Defaults to UMNHR.

10 Do not change. Job Code Job classification as listed by the Office of Human Resources. Selection of job code updates the following fields: Union Code, Title, Short Title, Salary Admin Plan, Grade, Standard Hours, Work Period, Mon-Tue-Wed-Thu-Fri ( each). Reg/Temp Enter Reg if position is more or equal to three months. Enter Temp if position is less than months. Used for determining benefits eligibility. Regular Shift Defaults to Not Applicable. Do not change. Title Associated with the Office of Human Resources job code. Defaults to Title . when job code is entered. This can be changed to more appropriately reflect someone's duties if needed, however the official job code must be used to recruit for the position . This title will flow to the campus directory. Short Title Defaults to the job code number when Job Code is entered. Leadership and Talent Development/OHR position Management 10-21-14.