How to use this calculator
- Enter the requested values for number of employees, average annual salary ($), benefits and payroll burden (%).
- Review each input for the correct unit, pay period, and policy assumption.
- Calculate the result and read the explanation shown with each output.
- Compare the estimate with your time records, agreement, payroll system, or employer policy before relying on it.
Input guide
Number of employees
Provide the number of employees used for this specific estimate. Use the same period and unit as the other inputs.
Average annual salary ($)
Provide the average annual salary ($) used for this specific estimate. Use the same period and unit as the other inputs.
Benefits and payroll burden (%)
Provide the benefits and payroll burden (%) used for this specific estimate. Use the same period and unit as the other inputs.
Recruiting/onboarding per hire ($)
Provide the recruiting/onboarding per hire ($) used for this specific estimate. Use the same period and unit as the other inputs.
Annual base payroll
Provide the annual base payroll used for this specific estimate. Use the same period and unit as the other inputs.
Estimated benefits and burden
Provide the estimated benefits and burden used for this specific estimate. Use the same period and unit as the other inputs.
Recruiting and onboarding cost
Provide the recruiting and onboarding cost used for this specific estimate. Use the same period and unit as the other inputs.
Estimated first-year staffing cost
Provide the estimated first-year staffing cost used for this specific estimate. Use the same period and unit as the other inputs.
How this calculator works
Staffing cost = payroll + benefits burden + recruiting/onboarding.
Worked example
Five employees at $60,000, 25% burden and $5,000 hiring cost produce $400,000 first-year staffing cost.
How to interpret the result
Use the displayed result as a planning figure, not as an official payroll determination. A materially unexpected result usually means the entered period, rate, threshold, break, accrual rule, or conversion basis should be checked.
Rounding policy
Currency
Money values are rounded to the nearest cent; percentages to two decimals.
Assumptions and limitations
- All percentages are user-entered planning assumptions.
- Results exclude costs not represented by the selected inputs.
Frequently asked questions
Is this accounting or tax advice?
No. It is an operational planning estimate and should be checked against your records and professional guidance.
Should I include non-billable time?
Yes. Use realistic annual billable hours or utilization so the result does not understate the rate or cost required.
When should I recalculate with the Staffing Cost Calculator?
Recalculate whenever the hours, rates, schedule, pay period, policy assumptions, or planned usage changes. Saving the exact inputs makes comparisons more reliable.
How accurate is the Staffing Cost Calculator?
The arithmetic follows the formula shown on the page. Real payroll or policy outcomes can still differ because of contracts, jurisdictional rules, employer systems, taxes, deductions, caps, and rounding practices.