Post on 04-Jan-2016
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
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
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 portalhttps://vault.colorado.edu/portal/login/
Contact Louis.Dimmitt@colorado.edu for user ID and password
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: 400000 pooled faculty budget 400100 specific faculty salary budget lines 402200 pooled student faculty budget
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
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 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.
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 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)
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 Cynthia.Husek@colorado.edu
Manager of Budget and Finance for A&S Vivien.Roach@colorado.edu