How can I represent part-time personnel in my forecast?

The Personnel section of the forecast defaults to representing full-time employees. If you need to enter one or more part-time employees, there are two ways to customize your personnel entry.

With the updated Personnel workflow, you can describe your team and let Finance AI draft your personnel roles, or you can create the team and roles manually. After the roles are created, you can edit the personnel assumptions to represent part-time salaries or headcount.

Representing Part-time Personnel through Salary amounts:

The simpler way to enter part-time personnel is to create a regular personnel entry but use salary amounts that represent part-time wages. Below are two ways to create these entries:

Entering one or more Part-time employees who make the same amount each month:

1

Go to the Finance Forecasting module, select the Forecast tab, and open the Personnel section.

You will see a guided setup asking Who does the work?

2

To use Finance AI, describe the part-time role in plain text. Include details such as the role, number of employees, expected part-time salary, and whether the role should be treated as Direct Labor or Indirect Labor.

Click Draft my team.

3

Finance AI will suggest teams and roles based on the information you entered.

Review the suggested employee count, salary, benefits, and labor classification. You can click the Edit icon beside a role if changes are required.

When the details look correct, keep the required roles selected and click Add these roles.

4

If you prefer to create the role manually instead, click I'd rather set it up myself from the initial Personnel setup screen.

In the Set up your teams window, enter a team name and at least one personnel role. Then click Create these.

5

Once the personnel role has been created, review its Cost Type.

Select Indirect Labor if the employee's salary is an overhead expense, or Direct Labor if the employee's work is directly related to delivering your product or service.

TIP: To understand the difference between direct and indirect labor, refer to this support guide.

6

Click the three-dot menu beside the personnel role and select Edit.

The personnel assumption form will open.

7

Choose an Individual Employee or a Group of Employees, depending on your requirements.

For the salary entry, choose Constant Amount.

8

Enter the total part-time salary you expect to pay the employee each month or year. You can also add an annual or monthly raise if required.

NOTE: You can configure a total monthly or annual salary only. The personnel forecast does not accept an hourly wage directly.

9

Enter the remaining personnel assumptions, including employment type, benefits and taxes, and the applicable start and end period.

Click Save when finished.

TIP: Moving finance items from one group to another is hassle-free. For a detailed walkthrough, check out our help guide here.

Entering a varying number of Part-time employees who make the same amount each month:

This method works well if you pay part-time staff the same amount each month, but the number of employees fluctuates from month to month.

1

Create the personnel role using Finance AI or the manual setup process described above.

Open the personnel role for editing and select Group of Employees.

2

For the number of employees in the group, select Varying Numbers.

3

For the salary amount, choose Constant Amount. Enter the part-time salary you expect to pay one employee each month.

4

Indicate whether the employees are On-staff Employees or Contract Workers, and enter the applicable benefits and taxes.

Also confirm the Cost Type as Indirect Labor or Direct Labor, depending on how the personnel cost should be classified.

5

Select when the employees will start working and, if applicable, when the role will end. Then click Save.

6

In the forecast sheet, enter the number of part-time employees you expect to have in each applicable period.

NOTE: Changes you make directly in the forecast sheet are saved automatically.

This method works well for many businesses because the salary expense is often more important to the business plan than the exact employee headcount. If you need the plan to show a more accurate part-time headcount, use the method below.

Representing Part-time Personnel through HeadCount:

The personnel forecast uses full-time equivalents (FTEs) for headcount. If your business has part-time staff and you need to represent their workload more accurately, you can use a decimal FTE value based on the proportion of a standard full-time schedule they work.

Entering a single Part-time employee with an accurate Headcount:

1

Create a personnel role using Finance AI or the manual setup process described above.

Open the role for editing and choose Group of Employees, even if you are representing only one part-time employee. A group entry allows you to customize the FTE value.

In the example below, the employee works 20 hours per week, or half of a standard full-time schedule. Enter the number of employees as 0.5.

NOTE: You can adjust the decimal according to the percentage of a full-time schedule the employee works. For example, an employee working 30 hours in a 40-hour full-time week represents 0.75 FTE.

2

For the salary amount, enter the full-time equivalent salary. Because the employee count is represented as a decimal, Upmetrics uses the FTE value to calculate the appropriate part-time salary.

For example: If the part-time employee earns $1,500 per month and is represented as 0.5 FTE, enter a full-time equivalent salary of $3,000.

NOTE: You can configure a total monthly or annual salary only. The personnel forecast does not accept an hourly wage directly.

3

Complete the remaining personnel assumptions, confirm the appropriate Direct Labor or Indirect Labor classification, and click Save.

4

Review the personnel forecast to confirm that the part-time employee's FTE and salary have been calculated as expected.

Entering a group of Part-time employees with an accurate Headcount:

1

Create a personnel role using Finance AI or the manual setup process described above, then edit the role and select Group of Employees.

2

Calculate the total FTE for the group by converting each employee's part-time schedule into a decimal and adding the values together.

For example: Suppose you have three part-time employees. Two work 20 hours per week and each represents 0.5 FTE. The third works 30 hours per week and represents 0.75 FTE.

The total headcount to enter would be 0.5 + 0.5 + 0.75 = 1.75 FTE.

3

For the salary amount, enter the full-time equivalent salary so Upmetrics can calculate the appropriate personnel cost using the FTE value.

For example, if a 0.5 FTE employee receives $1,500 per month, enter the full-time equivalent salary of $3,000.

NOTE: You can configure a total monthly or annual salary only. The personnel forecast does not accept an hourly wage directly.

4

Complete the remaining personnel assumptions, select the appropriate labor classification, and click Save.

Copy your personnel expenses

1

To duplicate a personnel group, click the three-dot menu for the group and select Copy Group.

This creates a copy of the group with its associated personnel roles. Select Delete Group if you want to remove the group.

2

For an individual personnel role, select Duplicate Item to create a copy or Delete Item to remove it.

3

To update a personnel role, click its three-dot menu and select Edit. The personnel assumption form will open so you can make the required changes.