Absence Rates Recruitment Cost (Individual) Calculator FAQ
Answers to common questions about estimating an individual employee's absence, cover, productivity and recruitment costs.
Use these answers to understand the calculator inputs, results, assumptions, and appropriate ways to interpret an individual role estimate.
Using the calculator
Questions about the scope of the calculation and when to use it.
What does this calculator estimate?
It estimates the potential cost of absence for one employee, including paid absence, temporary cover, unrecovered productivity, and an optional one-off recruitment cost.
Is this an absence rate calculator for an entire workforce?
No. It is designed for an individual employee or role. Workforce-level analysis requires separate aggregation and consistent data across employees.
Can the calculator be used for a vacant role?
It can help estimate cover and recruitment costs, but paid absence cost may not fit a role that is already vacant.
Does a result mean the organisation will definitely incur that cost?
No. The result is an estimate based on the inputs and may differ from actual costs.
Inputs and cost components
Questions about salary, on-costs, cover and recruitment inputs.
What should I include in employer on-costs?
Use an estimated percentage for employer-paid costs in addition to salary, such as payroll taxes, pension contributions, insurance, or benefits where relevant.
How should I estimate temporary cover cost per day?
Use the expected daily agency charge, contractor rate, overtime cost, or other direct cost of maintaining cover.
What belongs in recruitment cost?
It can include advertising, agency fees, interviewing, checks, administration, and onboarding costs for one replacement hire.
Should I add the replacement employee's salary to recruitment cost?
Usually no. Recruitment cost is intended as a one-off hiring and onboarding amount, not an ongoing salary estimate.
What working-day figure should I use?
Use the employee's normal paid working days for the year before deducting the absence days being assessed.
Formula and results
Questions about how the estimate is calculated.
How is paid absence cost calculated?
The fully loaded daily employment cost is multiplied by the number of absence days.
How is lost productivity calculated?
Daily employment cost is multiplied by absence days and by the productivity-loss percentage.
What is the difference between total absence cost and total cost including recruitment?
Total absence cost includes paid absence, cover, and productivity loss. Total cost including recruitment adds the one-off recruitment estimate.
Why does raising employer on-costs increase more than one result?
Employer on-costs raise daily employment cost, which in turn raises both paid absence cost and the productivity-cost estimate.
Can the total absence cost be lower than the cover cost?
Not with non-negative inputs in this model, because cover cost is one component of total absence cost.
Accuracy and interpretation
Questions about assumptions and practical limits.
How accurate is an employee absence cost estimate?
Accuracy depends on the quality of salary, cover, productivity, and recruitment inputs. It is best treated as a planning estimate.
Should annual leave be counted as absence?
No. Planned annual leave is normally separate from unplanned or relevant absence and should not be included unless it is being assessed separately.
What if colleagues cover the work at no direct extra cost?
Cover cost can be entered as zero, but consider whether a productivity-loss percentage is needed to reflect delayed or displaced work.
Does the calculation include legal or contractual entitlements?
No. It does not determine sick pay, employment rights, tax, or contractual obligations.
What does this calculator estimate?
It estimates the potential cost of absence for one employee, including paid absence, temporary cover, unrecovered productivity, and an optional one-off recruitment cost.
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