Employee cost calculator

How much does an employee really cost? Use our free employee cost calculator to see for yourself.

Calculate employee cost

Total annual employee cost is:
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Gross annual salary: {{ formatCost(salary) }}
Social security: {{ formatCost(socialSecurity) }}
Medicare: {{ formatCost(medicare) }}
Worker Compensation: {{ formatCost(workersComp) }}
Federal Unemployment Tax: {{ formatCost(federalUnemployTax) }}
State Unemployment Tax: {{ formatCost(stateUnemployTax) }}
Payroll Tax: {{ formatCost(payrollTax) }}
Note: Based on national averages. Learn more here.
401K: $5,000
Insurance: $5,000
Note: Based on national averages.
Benefits: $0
Note: You did not include benefits in your calculations.
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What exactly is Ramp?

Ramp is an all-in-one card, bill pay, and expense management solution. We simplify how your company spends money and highlight wasteful spend. Duplicate software licenses, monthly plans you should switch to annual, over $350,000 in pre-negotiated partner discounts – all designed to save you time & money.

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Why is it important to calculate employee costs?

The cost of hiring a new employee goes beyond just their salary. Calculating employee costs is important for businesses because it helps them understand the full financial impact of hiring and retaining employees. This information can be used to make informed decisions about staffing levels, budgeting, and financial planning. 

Additionally, calculating employee costs can help businesses compare the cost of different employment options, such as hiring full-time versus part-time staff, or outsourcing certain tasks. By understanding the true cost of their employees, businesses can make strategic decisions that help them operate more efficiently and effectively.

Factors to consider when calculating employee costs

There are many different factors to consider when calculating employee costs. Some of the most important include salary and benefit cost per employee, including health insurance and retirement contributions. Other factors to consider might include training and development costs, equipment and supplies, and any additional perks or perks such as a company car or phone. 

Additionally, businesses should consider the indirect costs of hiring an employee, such as the cost of managing and supervising them, and the opportunity cost of not using the resources invested in the employee on alternative projects or investments.

There are several ways to save money on employee costs:

  1. Offer competitive salaries and benefits packages: This can help attract and retain top talent, which can ultimately lead to reduced costs for training and onboarding new employees.
  2. Implement a flexible work schedule: This can help reduce costs associated with office space, utilities, and other overhead expenses.
  3. Outsource non-critical tasks: This can help reduce the number of full-time employees needed, as well as the associated benefits and overhead costs.
  4. Use temporary or contract employees: This can be a cost-effective way to meet short-term staffing needs, as you only pay for the work that is performed.
  5. Implement a telecommuting policy: This can help reduce costs associated with office space and utilities, as well as improve employee retention and productivity.
  6. Encourage employees to continue learning and developing their skills: This can help employees become more efficient and effective in their roles, which can ultimately lead to cost savings for the company.
  7. Review employee expenses regularly: This can help identify areas where cost-cutting measures can be implemented, such as reducing the number of outside contractors or negotiating better rates with suppliers.

How do costs differ when hiring a contractor vs full time employee?

There are costs associated with hiring both contractors and full-time employees. The specific costs will vary depending on the individual's hourly or project rate and the benefits provided. In general, contractors may charge more per hour than a full-time employee with a similar skill set due to the lack of benefits and job security. However, businesses may save money on benefits such as health insurance, paid time off, and retirement plans when hiring contractors.

On the other hand, hiring full-time employees may involve higher overall costs due to the benefits that must be provided. In addition to a salary, businesses may have to pay for health insurance, paid time off, retirement plans, and other benefits. However, full-time employees may also be more loyal to the company and committed to its long-term success, which can be beneficial in the long run. Ultimately, the decision of whether to hire a contractor or a full-time employee will depend on the specific needs and budget of the business.

How do employee costs vary by state?

Employee costs can vary significantly by state due to a number of factors. One important factor is the cost of living in each state, which can influence the wages and benefits that employees expect to receive. For example, states with a higher cost of living, such as California and New York, may have higher employee costs than states with a lower cost of living, such as Texas and Tennessee.

Another factor that can affect employee costs is the prevalence of unions in each state. States with higher rates of unionization may have higher employee costs due to collective bargaining agreements that result in higher wages and benefits for unionized employees.

Finally, the regulatory environment in each state can also impact employee costs. For example, states with more stringent labor laws, such as California, may have higher employee costs due to requirements for overtime pay, breaks, and other benefits. In contrast, states with more flexible labor laws may have lower employee costs.

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“Having seen Ramp grow from a small team of 30 to now over 500, I deeply appreciate how important headcount planning and managing employee payroll expenses are. Especially in the post-Covid world where we have made hires all over America, it becomes a complicated exercise just to figure out where the talent is, and what sort of costs may be associated with bringing on good talent in different locales. This tool helps us with sussing out costs and benefits, and adjusts for geography, and helps with headcount planning for the finance team. .”
Alex Song
VP, Finance & Capital Markets


Is Ramp’s free employee cost calculator tool completely accurate?
Our employee cost calculator tool is intended to provide a rough estimate of the total cost of employing an individual. It is important to note that the actual cost may vary depending on various factors such as the specific benefits the employee receives and local tax laws
What other free tools does Ramp provide to better understand true business costs?
In addition to our free employee cost calculator, Ramp offers a variety of free tools for businesses of all sizes, including a startup financial model, a headcount planning template, and unit economics model. You can access the full list of free tools here.
What metrics do investors look at beyond sales efficiency when evaluating a business?
Over 12,000 businesses use Ramp’s spend and expense management software to save 3.5% of total costs annually, in addition to closing their books 86% faster. Check out our free product demo to see it in action.

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