Purpose
This report is designed to assist each member in reporting full-time equivalent positions and headcounts to the State Auditor’s Office FTE System on a quarterly basis. The State Auditor’s Office publishes the data annually to the State Legislature, including FTE limitations from the Legislative Budget Board.
Location
The report is located in BusinessObjects, in the TAMUS Publications folder. It is called “EDW00040 – FTE Reports”.
Flow of Data
After each payroll calculation in Workday, payroll data is sent to FAMIS. After loading and running calculations on the data, it is sent to the Enterprise Data Warehouse and added to the data that is accessed via the Pay History FTE Detail universe. The FTE Report in BusinessObjects references that data when it is refreshed by a user.
Timing
Timing is important when running the FTE Quarterly Report. Running the report too early will significantly impact headcount numbers. To ensure the report data is complete, follow these steps when it’s time to run the report:
1. Refer to the Payroll Schedules published by the A&M System Offices. They are published on the Workday Help site on your Single Sign On menu.
2. On the biweekly calendar for the current fiscal year, use the Pay Period From and Thru columns to identify the last pay cycle with pay period with working days in the given quarter. For example, on the September – November quarter, you would look for the last row with a pay period “from” date (excluding weekends) in November.
Note: Our process requires that a worker be paid on a pay period that includes the last working day of the quarter, to count them in the headcounts. For this reason, even one working day in a period with a relatively small impact to FTEs can have a large impact on the headcounts.
3. Once you’ve identified the last pay cycle of the quarter, see the Pay-Calc Date to know when the pay cycle will be calculated in Workday. It is reasonable to expect the data to be available in EDW within one business day of the pay calculation.
4. When you run the FTE report in BusinessObjects (Public Folders > TAMUS Publications > “EDW00040 – FTE Reports”), see the table of pay cycles on the report cover page to ensure all expected cycles are present.
There is a rare scenario when the last day of the quarter falls on a Sunday immediately following a biweekly pay cycle. When this occurs, please note that the headcounts are calculated on the preceding cycle in order to avoid delays and tight turnarounds with the report due date. However, a small amount of hours worked and FTE might be included on that Sunday and if the report is run early, those amounts will be excluded from the report. Affected fiscal quarters: 2020Q3, 2025Q4, 2027Q2, 2032Q1, 2036Q4, 2038Q2, 2043Q1, 2049Q2, 2054Q1, and 2054Q3
Calculations
FTE
The State Auditor’s Office defines an FTE (full-time equivalent) as a ratio that represents the number of hours an employee works compared to 40 hours per week. One FTE is any combination of workers that together work 40 hours per week. An employee working 20 hours per week would result in a headcount of 1 and an FTE of 0.5.
FTE is calculated for each pay cycle as a ratio of hours worked to possible hours worked, then converted to a quarterly total. For example, if a worker is hired halfway through the quarter and works full-time, their quarterly FTE will be 0.5.
For hourly employees, the hours submitted for each pay cycle are compared to the total possible hours in the month. Cycles spanning across two fiscal months are split based-on the number of working days in each of the two months (the date each hour was worked is not considered in this split).
For salary employees, the total payment for FTE-eligible earnings is compared to the position’s FTE Monthly Salary to produce the monthly FTE ratio. That ratio is attributed to the pay period month.
Headcount
Each worker in this report receives a headcount of 1 for each member that pays them, on the payroll cycle that includes the last working day of the fiscal quarter. When a worker is paid by more than one member, they receive a part-time headcount of 1 for each of those members. When a worker is not paid FTE-eligible earnings on the pay cycle that includes the last working day of the quarter, they do not receive a headcount for that quarter.
Because headcounts are captured at the end of each quarter, they are associated with attributes as-of the end of that quarter. This differs from the FTE totals, which are captured following each payroll cycle. For this reason, it is possible to see headcount distributions vary from FTE distributions.
Earning Code
Payroll calculations in Workday are associated with earning codes. These codes are maintained in a list by The A&M System which indicates whether each earning code is eligible to count toward FTE reporting. The report in BusinessObjects filters the payroll data to include only FTE eligible earnings as it aggregates FTE and headcount.
MSO Code
MSO (Management / Staff / Other) values are used in FTE reporting to total FTE and headcount for each category. The State Auditor’s Office uses these totals to calculate the agency’s management-to-staff ratio.
Each position in Workday has an assigned MSO classification. The value is sourced from the position’s Job Profile, but can be overwritten on a given position as it is occupied by a worker. The MSO value is referenced as-of the pay period end date for each line of payroll data, and used to aggregate the FTE and headcount. So for example, if a worker’s MSO code changes from S to M in October of a given fiscal year, their total quarterly FTE will be partially attributed to S and partially attributed to O. Their headcount will be attributed entirely to M, as the value on the last pay cycle of the fiscal quarter.
Prior to Spring 2020, the MSO Code was sourced from the Job Profile in Workday and could not be overwritten per position. For this reason, an archive version of the BusinessObjects FTE report is available for reporting prior to fiscal year 2020.
Admin/Faculty/Other
Admin/Faculty/Other values are calculated within the BusinessObjects FTE report referencing job profile attributes associated with each worker in Workday. The values as-of the payroll calculation are used to aggregate the FTE and headcount. The State Auditor’s Office publishes a list of job titles that are considered high-ranking administrative positions for this reporting purpose. In Workday, if a job profile has an Administrator Indicator = “Y”, then the FTE and headcounts on payroll lines associated with that job profile are part of the administrator total. Otherwise, budgeted positions with a job profile faculty rank classification between 1 and 5 are considered faculty.
Questions or concerns can be directed to support@tamus.edu