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College of Arts and Sciences Leaves and Replacements Workshop

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College of Arts and Sciences. Leaves and Replacements Workshop. Agenda. What is Leaves and Replacements When to request L/R funding How to make a request via L/R request database How your requests are reviewed and processed Running L/R reports Quick tutorial on L/R Request Database. - PowerPoint PPT Presentation

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Page 1: College of Arts and Sciences

College of Arts and Sciences

Leaves and Replacements Workshop

Page 2: College of Arts and Sciences

Agenda

What is Leaves and Replacements When to request L/R funding How to make a request via L/R request

database How your requests are reviewed and processed Running L/R reports Quick tutorial on L/R Request Database

Page 3: College of Arts and Sciences

What is Leaves and Replacements

L/R is a budgeting method for capturing unused salary budget (salary savings) and then redistributing those funds on an as-needed basis.

All L/R transactions are one-time monies L/R funding must be requested every year

Page 4: College of Arts and Sciences

Continuing Base Budget

OtherContining BdgtCourse fees, Outreach,

Small Prgms

TT Faculty LinesInstructor Lines

Exempt Prof Staff

Faculty Support Startup, matching, moving,

$1K accounts

Chair and Associate Chair Stipends

Department Operating

Resident Tuition Waivers (NR

discontinued)

TA/GPTI Stipends

Classified Staff

A&S Admin Salaries

Leaves and Sabbaticals

Vacant Faculty Lines

Vacant Class Staff Lines

Leaves and Replacements

Annual College OperatingSurplus/ Debt

Temporary Funds

Current Yr GrowthAccess

Summer Session Additional Startup

Matching fundsEtc.

Additional Moving Costs

Recruitment Costs

Retention Packages

Porter BioSci Debt

Center Funding (CHA, CARTSS, etc)

Additional Equipment Matching

Staff Vacancy Tax

Other support Expenses

$1K XQK College Account

Assist Prof Summer $$

Research and Support Expenses

Additional Startup

Request Analysis

Enrollment Debt

Unfunded Continuing Needs

(Vacancy Savings)

TA/GPTI Stabilization

Bridged Faculty Lines

Fac Sal Increases

Assist Prof Research Semester

Instructional Expenses

Replacement Instruction

Annual Lectuer Rate Increases

Page 5: College of Arts and Sciences

How is L/R funded Salary savings from

Vacant faculty lines Sabbaticals Course buyouts Leave without pay

Additional temporary funds Access Summer session incentive Provost

Page 6: College of Arts and Sciences

When to request L/R funding

Vacant faculty line Course buyout / replacement Sabbatical Leave with pay or leave

without pay Medical / family leave Administrative appointment Increased enrollment Bridged faculty appointments

New faculty research semester Dean’s summer grant One year instructor

appointments Supplementary instructor

funding Graders Miscellaneous

Page 7: College of Arts and Sciences

How to make a request via the L/R Request Database

Log into A&S portalhttps://vault.colorado.edu/portal/login/

Contact [email protected] for user ID and password

Page 8: College of Arts and Sciences
Page 9: College of Arts and Sciences

Leaves and Replacements Request Database

Department L/R Historical Reports

Budget Detailed Transaction Report

Faculty Budget Position Report

Page 10: College of Arts and Sciences

How your L/R requests are reviewed and process – Part 1 Department enters request into the L/R Request Database All requests must be sufficiently documented Associate Dean reviews and takes action

Revise request Approve (without finalizing) Approve and final this request Respond with a new memo Reject this request

Department and Associate Deans must periodically check the database

Page 11: College of Arts and Sciences

How your L/R Requests are reviewed and processed – Part 2 Once approved by Associate Dean, the request is

forwarded to the HR Center which is part of the A&S Budget Office

The HR Center reviews amounts, account codes, speed types

The HR Center also reviews and handles any salary savings recaptures associated with a L/R request (for example, course buyout)

Page 12: College of Arts and Sciences

How your L/R requests are reviewed and processed – Part 3 There are often timing issues between when the

Associate Dean approves and when the funds are transferred due to competing work priorities, complexity of transaction, insufficient information. Provided a letter of appointment has been forwarded to the HR

Center, the individual WILL be paid Causes there to be a disparity between expense and budget Often a time lag with recapturing salary savings resulting in

excess budget in department’s speed type

Page 13: College of Arts and Sciences

Running L/R Reports

Click on “Dept L/R Historical Reports” to run current year reports back through FY2000

Review for transactions: Entered by mechanism other than the L/R Request Database Approved but not yet transferred Date of transfer, speed type, account code Rollforward items / multiple year requests

Contact the Budget Office for specific details about any particular transaction

Page 14: College of Arts and Sciences

Recognizing L/R Transactions in your financial reports The description is always begins with L/R

L&R SABBATICAL- CORCORAN L&R BUYOUT – SEGUR L&R RSCH SEM – MARTINSSON

The transaction (a budget journal) will always be temporary, or one-time monies

Most L/R funding is transferred to the department’s salary speed type into: 400000 pooled faculty budget 400100 specific faculty salary budget lines 402200 pooled student faculty budget

Page 15: College of Arts and Sciences

Reports available (will discuss reporting in detail at a future training session)

A&S Reports L/R reportsBJE detailed transaction reportFaculty budget position report

PS Lite Cognos

Page 16: College of Arts and Sciences

Leaves and Replacements Request Database

Department L/R Historical Reports

Budget Detailed Transaction Report

Faculty Budget Position Report

Date information last updated

Page 17: College of Arts and Sciences
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Page 20: College of Arts and Sciences

The Department’s Role

Identify department’s funding needs early in the fiscal year

Ensure sufficient funding requested timely Run reports

Follow up to ensure funds are transferred Note the funds that have been recaptured by A&S

Be alert to deficit balances or large surplus balances Be aware of timing issues Ask questions

Page 21: College of Arts and Sciences

Quick tutorial on the L/R Request Database You can’t break it Reasonably intuitive to follow Incorrect entries can be rejected (or eliminated entirely) The L/R Request Database is under continual

enhancement Freely use the memo field to communicate with your

Associate Dean (cut and paste Emails) Historical detailed record of each transaction maintained The name of each individual that touches a L/R

transaction in the Request Database is recorded.

Page 22: College of Arts and Sciences

Useful things to know -1 At the end of the fiscal year:

the department will roll forward deficits associated with faculty salaries for resolution in the next fiscal year.

A&S recaptures any surplus and returns it to L/R

If you’re on the last year of a multiple year request, communicate with your Associate Dean early about a continuation.

If funding should go to a different speed type other than the default, enter the correct speed type in the L/R Request Database

Page 23: College of Arts and Sciences

Useful things to know - 2 Pass through section is used for moving budget between

departments. Communicate to HR Center via detailed Email to execute transaction

Be alert to incorrect, duplicate, or odd L/R entries The first wave of L/R funding is generally transferred in

October Lecturer rates and TA/GPTI rates change in late

summer. A&S manually adjusts all early transactions with old rates.

Banking and unbanking courses is a repository of information (still under development)

Page 24: College of Arts and Sciences

Useful things to know - 3 Approval of an offer letter and the funding of that position

are two separate events. A letter of offer approved by the Dean or Associate Dean

does NOT mean that budget is automatically forwarded to the department.

The department must ascertain if they need budget for a hire and make a budget request.

Departments have responsibility for ensuring they have adequate budget for their hires.

Page 25: College of Arts and Sciences

For more information, guidance, or to share comments contact:

Director of Budget and Finance for A&S [email protected]

Manager of Budget and Finance for A&S [email protected]