Staff FAQs

An FTE (full-time equivalent) is the metric used to report the hours worked by grant-funded staff. 1.00 FTE is equal to 1,040 hours, or 40 hours per week multiplied by 26 weeks (6 months).  A 100% grant-funded staff person who worked the entire 6-month reporting period will be reported as 1 FTE; 1,040 hours worked = 1.00 FTEs.  FTEs should be reported in decimals, not percentages.

If 35 hours is considered full time at your agency, you will not use 1,040 of working hours in your calculation. Instead, 1.00 FTE is equal to 910 hours, or 35 hours per week multiplied by 26 weeks (6 months).  A 100% grant-funded staff person who worked the entire 6-month reporting period will be reported as 1 FTE; 910 hours worked = 1.00 FTEs.  FTEs should be reported in decimals, not percentages.

Yes. Grantees should prorate staff FTEs to represent the percent of their salary that is grant funded. This applies to cases of an employee who worked only for a portion of the reporting period, a professional who was contracted for a certain amount of hours, if grant-funds support overtime hours, or if a staff members falls into two or more categories of job functions and their time needs to be divided between those categories on the form.

If you are using grant funds to pay for the services that the MOU partner is providing, for example you have an agreement with them to provide counseling services or translation services, report this in the Staff section.

To report a staff that has more than one job function, first calculate the total FTE of that staff person based on how many grant-funded hours they work each reporting period. Then split up their FTE into the staff categories by estimating the percent of their time performing each job function.

Report the FTEs associated with funds your agency contracts out or subawards to another entity to pay staff salaries or wages. FTEs should be counted for all grant-funded staff, even if those staff do not work directly for your agency.