L&S Summer Budget Proposals
This document provides technical instructions for completing the Summer Budget Proposal spreadsheet in the College of Letters & Science. This page has been updated for Summer 2023.
Summer Budget Proposal Spreadsheet Instructions
- Download Summer Budget Proposal spreadsheet
- Email completed spreadsheet to Cathy Yu at teach.learn@ls.wisc.edu by October 14, 2022
- Approvals will be sent via summer Box folders ahead of the curricular deadline of November 18, 2022
- L&S Contact for technical issues with the spreadsheet or Box: Amanda Mahr
- Related exercise: updating the Summer Course Guide Preview
Updates for Summer 2023
- The larger than expected freshman class may use summer to catch up.
- Use of sessions that end after 8/13/23 for undergraduate courses is strongly discouraged. View recommended sessions under 'Summer course variety & scheduling'
- The curricular deadline of November 18 is earlier than in previous years. Departments should enter their summer courses into SIS ahead of receiving the formal approval from L&S.
- L&S is continuing the strategy of 'base' and 'supplemental' payments to summer instructors and teaching assistants. This is necessary to maintain traditional compensation levels under the single/biweekly pay schedule. The following link provides a more detailed explanation: L&S Summer Compensation Maintenance Strategy
Course Input Worksheet
This worksheet needs to be filled out first; the other worksheets in this document will reference the courses listed.
Related KBs:
- Summer Budget Model Definitions: Guidance for estimating paid credits.
- Summer Course Guidance in L&S: Guidance for selection and scheduling of summer courses.
1) Department Input
| Field | Description |
|---|---|
| Department Name | Name of L&S Department |
| Summer Term Chair | Planned summer chair; leave vacant if unknown. |
| Administrative Contact(s) | Department admin and other departmental staff who help with Summer Term. |
2) List of Courses
| Field | Description |
|---|---|
| Course Number & Name |
|
| Instruction Mode |
Options:
|
| Estimated Enrollment |
Indicate the overall planned capacity for the course. |
| Credit Range |
List the course’s credit range. |
| Estimated Paid Credits |
Estimate the number of paid credits. |
Appointment and Expense Input Worksheet
This sheet contains planned instructional appointments and other summer expenses. This data will be used to create your department's Expense Details report - L&S.
The 'Course' fields on this sheet refer to the courses entered on the Course Input page; please complete that list of courses first.
Summer salaries are paid on fund 131, therefore, the department is responsible for actual fringe costs. For planning purposes, the tables on this sheet automatically add estimated fringes for teaching assistants (5%) and instructors (20%). The department is ultimately responsible for actual fringes, which may be higher or lower than the planning estimates.
Related KB: Guidance for Summer Sessions appointments in L&S
3) Faculty, Academic Staff and Lecturer (SA) Appointments
Add planned instructor appointments to this table.
This table assumes that the instructor has a C-Basis/9-month pay basis. For instructors with other pay bases, add their salary estimate to table #5 Other Salaries.
| Field | Description |
|---|---|
| Course |
This is a drop down column and is populated by the courses on the Course Input page. |
| Session |
Enter the course's three character session code. A full list of session codes is available on the 'Summer Session Codes' page of this spreadsheet, and on the Registrar's website: Registrar's Session Codes and Curricular Weeks Four week sessions: General eight week session: |
| Funding |
Default funding = Summer Sessions. Funding string = 131-2 A48##93. If selecting 'Other' add details to the 'Notes' page. |
| Name & Title |
Add instructor name & title if known. If you do not yet know who will fill the position, please list the title and rate you expect to use (Lecturer, Lecturer (SA), etc.). |
| Base rate (9-month) |
List the current full-time, 9-month rate of the instructor. Appointments that do not have 9-month base rates (e.g., 12-month or hourly) should be listed in table #5 Other Salaries. L&S Standard Rates for Short-term Staff and Student Assistants |
| Appointment % |
Planned appointment percentage. Common appointment levels:
|
| Salary |
The salary column is calculated based on the Session, Base Rate and Appt % fields. |
| Salary w/ 20% Fringe |
This field is the Salary column plus a 20% fringe estimate. This value is used for the Financial Summary page. The final cost will be based on actual fringes. |
4) Teaching Assistants
Add planned TA appointments to this table.
| Field | Description |
|---|---|
| Course |
This is a drop down column and is populated by the courses on the Course Input page. |
| Session |
Enter the course's three character session code. A full list of session codes is available on the 'Summer Session Codes' page of this spreadsheet, and on the Registrar's website: Registrar's Session Codes and Curricular Weeks Four week sessions: General eight week session: |
| Funding |
Default funding = Summer Sessions. Funding string = 131-2 A48##93. If selecting 'Other' add details to the 'Notes' page. |
| Number of TA's |
Enter anticipated # of TA's (headcount) for the course. |
| TA Base Rate |
List the full-time, 9-month rate, for each course's Teaching Assistants. Base rate for most: $42,231 or $46,454. L&S Standard Rates for Short-term Staff and Student Assistants |
| Appointment % |
Indicate the planned appointment percentage.Guidance for Summer Sessions appointments in L&S |
| Salary |
The TA salary column is calculated based on the Session, # of TA's, TA Base Rate and Appt % fields. |
| Salary w/ 5% Fringe |
This field is the Salary column plus a 5% fringe estimate. This value is used for the Financial Summary page. The final cost will be based on actual fringes. |
5) Other Salaries
Add instructor info for summer appointments that are not based on a C-Basis/9-month appointment.
| Field | Description |
|---|---|
| Course |
This is a drop down column and is populated by the courses on the Course Input page. |
| Session |
Enter the course's three character session code. A full list of session codes is available on the 'Summer Session Codes' page of this spreadsheet, and on the Registrar's website: Registrar's Session Codes and Curricular Weeks Four week sessions: General eight week session: |
| Funding |
Default funding = Summer Sessions. Funding string = 131-2 A48##93. If selecting 'Other' add details to the 'Notes' page. |
| Name & Title |
Add instructor name & title if known. |
| Target Salary |
This field is used for instructor salaries that are not based on a 9-month salary (e.g., 12-month, hourly). List the total estimated salary for this instructor, and add details to the 'Notes' page. Departments should use the ‘FLOAT ’ tool (available on OHR's Payroll Toolkit) or consult with Amanda Mahr for help with salary calculations. |
| Salary w/ 20% Fringe |
This field is the Salary column plus a 20% fringe estimate. This value is used for the Financial Summary page.The final cost will be based on actual fringes. |
6) Readers
| Field | Description |
|---|---|
| Course |
This is a drop down column and is populated by the courses on the Course Input page. |
| Funding |
Default funding = Summer Sessions. Funding string = 131-2 A48##93. If selecting 'Other' add details to the 'Notes' page. |
| # of Hours |
Estimate the number of reader hours needed for the course. |
| Cost |
The cost is the number of hours multiplied by $22.22 per hour. |
| Cost w/ 5% Fringe |
This field is the Cost column plus a 5% fringe estimate. This value is used for the Financial Summary page. The final cost will be based on actual fringes. |
7) Student Help
Student hourly assistance is provided through summer term funding only when it is directly connected to summer term course instruction. Add details as needed in the 'Notes' worksheet.
| Field | Description |
|---|---|
| Course |
This is a drop down column and is populated by the courses on the Course Input page. |
| Funding |
Default funding = Summer Sessions. Funding string = 131-2 A48##93. If selecting 'Other' add details to the 'Notes' page. |
| Cost |
Provide an overall estimate of the amount of student hourly salary for this course. |
| Cost w/ 5% Fringe |
This field is the Cost column plus a 5% fringe estimate. This value is used for the Financial Summary page. The final cost will be based on actual fringes. |
8) Supplies & Expenses
Supplies and expense support with summer term is provided only for expenses directly related to the offering of a particular course (e.g., field trip expenses, lab supplies).
| Field | Description |
|---|---|
| Course | This is a drop down column and is populated by the courses on the 'Course Input' page. |
| Funding |
Default funding = Summer Sessions. Funding string = 131-2 A48##93. If selecting 'Other' add details to the 'Notes' page. |
| Explanation |
Provide a brief descriptor of the expense. If more room is needed, please add the information to the 'Notes' page. |
| Cost |
Provide an overall estimate of the cost. |
Financial Summary
The entire Financial Summary sheet is automatically populated based on information from the Course Input and Appt & Expense Input sheets. No information is entered directly on this sheet.
This page contains the overall surplus estimate for the department. It also shows the estimated contribution of each course to department surplus, along with the paid credits needed for the course to break even.
The the surplus estimate is based on the following formula:
- $300 * estimated paid credits minus estimated instructional costs
It is important to recognize that the department surplus shown on the Financial Summary is merely an estimate. The department’s actual surplus will depend on actual (not estimated) paid credits, and actual (not estimated) paid costs.
Financial Summary fields
The following fields are pulled from the 'Course Input' page:
- Course Number and Name
- Instruction Mode
- Est Enrollment
- Credit Range
- Estimated Paid Credits
The following are calculated fields:
| Field | Description |
|---|---|
| Estimated Costs to Summer Sessions |
This column sums the estimated costs for each course, as listed on the Appt & Expense Input page. This field only sums costs where funding equals 'Summer Sessions'. |
| Estimated Revenue |
'Estimated Paid Credits' figure multiplied by $300. |
| Paid Credits Needed for Positive Course Contribution |
This figure shows the number of paid credits needed for the course to break even: 'Estimated Costs to Summer Sessions' divided by 300. |
| Estimated Surplus |
This figure shows the surplus per course. The total listed in this column equals the overall surplus estimate for the department. 'Estimated Revenue' minus 'Estimated Costs to Summer Sessions' |
Summer Budget Approvals & Changes
The following approval documents will be sent via Box in mid-November:
- Expense Details report - L&S - This report contains specific details for instructors, student appointments, and supplies & expenses.
- Initial Financial Report - This report creates a surplus estimate for the department, based on estimated paid credits and planned expenses.
These initial approvals will be sent ahead of the curricular update deadline (11/18/22). Please note that this deadline is earlier than in past years. Departments should enter their summer courses into SIS ahead of receiving the formal approval from L&S.
After the initial approval, any additions or changes should be communicated via the Instructional Staffing Request form (instructions). Questions may be sent to Amanda Mahr.
Primary Contacts for L&S Administration
- Amanda Mahr, Instructional Planning Coordinator
- Cathy Yu, Teaching & Learning Administrative Assistant
- Jennifer Klippel, Associate Dean for Innovation and Strategic Budgeting
See Also:
- L&S Summer Budget Model
- Summer Accounting in L&S
- Guidance for Summer Sessions appointments in L&S
- Summer Course Guidance in L&S