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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.

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college of arts and sciences

College of Arts and Sciences

Leaves and Replacements Workshop

agenda
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
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
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

When to request L/R funding
how to make a request via the l r request database
How to make a request via the L/R Request Database
  • Log into A&S portal
    • https://vault.colorado.edu/portal/login/
  • Contact [email protected] for user ID and password
slide9

Department L/R Historical Reports

Leaves and Replacements Request Database

Budget Detailed Transaction Report

Faculty Budget Position Report

how your l r requests are reviewed and process part 1
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
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
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
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
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
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
slide16

Date information last updated

Department L/R Historical Reports

Leaves and Replacements Request Database

Budget Detailed Transaction Report

Faculty Budget Position Report

the department s role
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
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
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
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
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
For more information, guidance, or to share comments contact:
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