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College of Arts and Sciences

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.

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College of Arts and Sciences

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  1. College of Arts and Sciences Leaves and Replacements Workshop

  2. 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

  3. 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

  4. 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

  5. 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 When to request L/R funding

  6. How to make a request via the L/R Request Database • Log into A&S portal • https://vault.colorado.edu/portal/login/ • Contact Louis.Dimmitt@colorado.edu for user ID and password

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

  8. 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

  9. 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)

  10. 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

  11. 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

  12. 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

  13. 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

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

  15. 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

  16. 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.

  17. 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

  18. 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)

  19. 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.

  20. For more information, guidance, or to share comments contact: • Director of Budget and Finance for A&S • Cynthia.Husek@colorado.edu • Manager of Budget and Finance for A&S • Vivien.Roach@colorado.edu

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