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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


College of arts and sciences

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


College of arts and sciences

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:

  • Director of Budget and Finance for A&S

    • [email protected]

  • Manager of Budget and Finance for A&S

    • [email protected]


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