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Changing Standard Hours (FTE) in HRS


In this job aid, you will see how to change the Standard Hours and FTE (full-time equivalent) for an employee with a position. This may be done for various reasons, including partial leaves of absence.

Process Considerations:

You may click on the links below to navigate directly to a section:


  1. Navigate to:  Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info

  2. Enter the Position Number to be updated.

  3. Click Search.  Position Information pages appear for the position you searched.

  4. Confirm that is the correct employee and position by looking at the Budget and Incumbents tab.

  5. Return to the Description tab; click the add a new row (+) button.

  6. Enter the Effective Date for this position update.
      Note: The Effective Date cannot be the same as the most recent Position row.  There is no Effective Date sequencing on Positions, like there is on Job Data.

  7. Choose the appropriate Reason. For example: 060 - Change FTE - Temp - Voluntary from the list.  You can click on either the numerical value or the text description to choose the reason from the list.

  8. In the Job Information section of the page, the Full/Part Time indicator field may need to be changed. NOTE: If the Standard Hours are 40, the position is considered full-time. If the Standard Hours are less than 40, the position should be marked Part Time.

  9. Enter the new Standard Hours for the position change and tab out of the field.  When you tab - or click - out of the Standard Hours field after making the update, the FTE field will automatically recalculate.

    NOTE: For a job aid that shows calculated hours and FTE, please link to: FTE to Standard Hours Conversion Table for HRS .

    description tag
  10. Click the Specific Information tab.

    Notice that the Max Head Count for this position is 1. Remember, if you have more than one person in a Position, the change in Standard Hours/FTE would affect everyone in this Position.
  11. Click the check box for Update Incumbents if it is not checked.  This allows the change to flow to the Job Data pages.

  12. Click the Budget and Incumbents tab.

    specific info tab

  13. Click Save.  You may receive "soft" warning messages.  Review messages and click OK

  14. After making changes to the employee's Position, view the employee's Job Data to ensure that the update flowed through the system correctly. The easiest way to confirm the change is to click on Job Data hyperlink from the Position Budget and Incumbents tab (see the image above).  Alternately, you can go back and search for the employee in Workforce Administration > Job Information > Job Data.  The position change automatically inserted a new effective-dated row, with the Action of Position Change and the Reason.  You can also see the updated Standard Hours/FTE for this employee on the Job Information tab.

    budget and incumbents tab
  15. For employees who are paid on a salaried exempt basis:

    Go to the Compensation tab and click the Conversion tab to ensure the Apply FTE checkbox is checked.  For employees whose FTE is less than 1.0, this ensures the Compensation Rate at the top of the page is prorated by the employee's FTE.

    If you do not have access to check the Apply FTE checkbox, email UW-Shared Services and ask for this change to be made.

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KeywordsEmployee With A Position HR Human Resources HRS Update Incumbent Standard Hours FTE Partial LOA partial leave of absence full-time equivalent full time part time training HR, Human Resources HR, Human Resources   Doc ID18015
OwnerJessica R.GroupUW–Shared Services
Created2011-04-12 19:00:00Updated2024-05-14 10:46:58
SitesUW–Shared Services
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