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Absence Rates Hours (Individual) Calculator

Calculate an individual employee's absence rate from scheduled working hours and hours absent over a chosen period.

Your Details

Overview

This individual absence rate calculator shows the percentage of scheduled working hours that were missed during a chosen period. Enter the person's expected working hours and qualifying absence hours to see the absence rate, estimated attended hours, and attendance rate.

How it works

The calculator divides absence hours by scheduled working hours and multiplies the result by 100. For example, 32 absence hours out of 1,950 scheduled hours gives an absence rate of about 1.64%. It also subtracts absence hours from scheduled hours to estimate attended hours. Accurate results depend on using matching dates and consistent absence definitions.

How to use this calculator

  1. 1Choose the period your figures cover.
  2. 2Enter the total hours the individual was scheduled to work.
  3. 3Enter absence hours recorded for that same period.
  4. 4Check that both figures use the same treatment of leave, holidays, and overtime.
  5. 5Review the absence rate and attended-hours estimate.

Example Calculation

Measurement period

12Months

Scheduled working hours

1950

Absence hours

32

Absence rate

1.64%

With 1,950 scheduled hours and 32 absence hours, the estimated absence rate is 1.64%. Estimated attended hours are 1,918, with an attendance rate of 98.36%.

Frequently asked questions

How is an individual absence rate calculated in hours?

Divide the individual's absence hours by their scheduled working hours for the same period, then multiply by 100.

What hours should be included in scheduled working hours?

Use the hours the person was expected to work in the period. Apply your organisation's approach consistently for holidays, rostered days off, overtime, and other non-standard hours.

Should annual leave count as absence?

Usually annual leave is tracked separately from sickness or unplanned absence, but the appropriate treatment depends on the reporting policy you are following.

Can an absence rate be higher than 100%?

It should not be higher than 100% when absence hours are no greater than scheduled hours for the same period. Recheck the dates and figures if it is.

What is the difference between absence rate and attendance rate?

Absence rate is the share of scheduled time missed. Attendance rate is the remaining share of scheduled time, so the two normally add up to 100%.

Why should the measurement period be the same for both figures?

Using the same period ensures the absence hours are compared with the correct amount of expected work, making the percentage meaningful.

Explore Related Calculators

Absence Rates Hours (Team) CalculatorCalculate your team’s absence rate from total scheduled working hours and recorded absence hours.Calculate →Absence Rates Hours (Annual) CalculatorCalculate an annual employee absence rate from total absence hours and contracted working hours.Calculate →Absence Rates Capacity CalculatorEstimate the staff and working hours available after allowing for an expected employee absence rate over a planning period.Calculate →Absence Rates Capacity (Individual) CalculatorEstimate an individual's available working days, productive hours and effective capacity after planned and unplanned absences.Calculate →

Assumptions and warnings

Assumptions

  • Scheduled hours and absence hours cover exactly the same measurement period.
  • The calculation treats all entered absence hours equally and does not distinguish between absence categories.
  • Annual leave, public holidays, overtime, unpaid leave, and non-working days should be included or excluded consistently under your organisation's rules.
  • Results are percentage estimates based only on the hours entered.

Warnings

  • Use the absence definitions and reporting rules that apply in your workplace; treatment of different leave types can vary.
  • This calculation is for record-keeping and comparison purposes and does not determine entitlement, performance, or employment decisions.