Individual Absence Rate and Utilisation Formula
Learn how scheduled, absence, and productive hours are used to calculate individual absence, attendance, availability, and utilisation rates.
This calculator separates time lost to recorded absence from the productive use of the time that remained available. Measuring these figures from the same reporting period helps make the result easier to interpret.
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Utilisation Rate
Where:
First subtract absence hours from scheduled hours. Then divide productive or utilised hours by the remaining available hours and multiply by 100.
Variables Explained
| Variable | What It Means | Unit |
|---|---|---|
| scheduledHours - Scheduled working hours | Total hours the individual was scheduled or contracted to work in the reporting period. | hours |
| absenceHours - Absence hours | Hours recorded as absent under the reporting definition being used. | hours |
| availableHours - Available working hours | Scheduled hours remaining after absence is removed. | hours |
| utilisedHours - Productive or utilised hours | Hours recorded as productive, chargeable, assigned, or otherwise utilised. | hours |
| utilisationRate - Utilisation rate | The percentage of available hours recorded as utilised. | percent |
Step-by-Step Calculation
Record scheduled hours
Use the total scheduled hours for the individual during one consistent reporting period.
scheduledHours
Calculate absence rate
This shows the share of scheduled time recorded as absent.
(absenceHours / scheduledHours) * 100
Calculate available working hours
Absence hours are deducted from scheduled hours, with available hours not allowed to fall below zero.
max(0, scheduledHours - absenceHours)
Calculate attendance rate
This is the percentage of scheduled hours remaining available for work.
(availableHours / scheduledHours) * 100
Calculate utilisation rate
Utilised hours are measured against available hours, rather than against all scheduled hours.
(utilisedHours / max(availableHours, 0.000001)) * 100
Calculate unutilised available hours
This identifies available time not recorded as utilised.
max(0, availableHours - utilisedHours)
Monthly individual absence and utilisation example
Calculate absence rate
(8 / 160) × 100
5.0%
Calculate available hours
max(0, 160 - 8)
152 hours
Calculate attendance rate
(152 / 160) × 100
95.0%
Calculate utilisation rate
(140 / 152) × 100
92.1%
Calculate unutilised available hours
max(0, 152 - 140)
12 hours
Final Result
The absence rate is 5.0%, available working time is 152 hours, and utilisation of available time is 92.1%.
Assumptions
- ✓Scheduled, absence, and utilised hours cover exactly the same reporting period.
- ✓Absence hours are classified consistently under the organisation's reporting definition.
- ✓Utilised hours use a consistent definition, such as productive, chargeable, or assigned time.
- ✓Scheduled hours are greater than zero.
- ✓The calculation is an operational estimate rather than an assessment of absence reasons or individual performance.
Limitations
- !The result depends on the accuracy and completeness of scheduling, absence, and time-recording data.
- !Different definitions of utilised time can produce different utilisation rates.
- !Utilisation may exceed 100% when utilised hours exceed available hours, which may reflect overtime, period mismatches, or data-entry issues.
- !The figures do not explain why time was absent or unutilised.
- !A single reporting period may not represent a longer-term pattern.
Common Mistakes to Avoid
Using absence hours from a different week or month than the scheduled and utilised hours.
Including annual leave in absence for one person but excluding it for another.
Dividing utilised hours by scheduled hours instead of available hours.
Entering overtime as utilised hours without deciding how it should be treated in the reporting method.
Comparing percentages directly where individuals have materially different scheduled hours.
Treating a utilisation result above 100% as normal without checking the source records.
Related Formulas
Frequently Asked Questions
How is individual absence rate calculated?
Divide absence hours by scheduled working hours and multiply by 100. For example, 8 absent hours out of 160 scheduled hours equals 5%.
How is utilisation rate calculated after absence?
Divide utilised hours by available working hours after absence has been deducted, then multiply by 100.
What is the difference between absence rate and attendance rate?
Absence rate is the share of scheduled time lost to absence. Attendance rate is the share of scheduled time remaining available, so the two normally add to 100%.
Why can utilisation be above 100%?
It happens when utilised hours are greater than available hours entered. Check for overtime, overlapping periods, or inconsistent recording rules.
What are available working hours?
They are scheduled hours minus recorded absence hours, with a minimum result of zero.
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