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

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

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

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

How to make a request via the L/R Request Database Log into A&S portal  Contact for user ID and

Leaves and Replacements Request Database Department L/R Historical Reports Budget Detailed Transaction Report Faculty Budget Position Report

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

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)

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

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

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:  pooled faculty budget  specific faculty salary budget lines  pooled student faculty budget

Reports available (will discuss reporting in detail at a future training session) A&S Reports L/R reports  BJE detailed transaction report  Faculty budget position report PS Lite Cognos

Leaves and Replacements Request Database Department L/R Historical Reports Budget Detailed Transaction Report Faculty Budget Position Report Date information last updated

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

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 s) Historical detailed record of each transaction maintained The name of each individual that touches a L/R transaction in the Request Database is recorded.

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

Useful things to know - 2 Pass through section is used for moving budget between departments. Communicate to HR Center via detailed 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)

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.

For more information, guidance, or to share comments contact: Director of Budget and Finance for A&S  Manager of Budget and Finance for A&S 