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 2022.

Resources & Deadlines

Updates for Summer 2022

Our traditional practice of paying one-ninth of an academic-year salary per course has been complicated by the new biweekly payroll methodology. L&S hopes to maintain compensation levels similar to previous summers, but we are still waiting on guidance from central campus regarding implementation. For now, we ask departments to complete the planning spreadsheet in the same way as in the past. We will provide precise appointment details and compensation levels when we approve departmental plans.

Summer Budget Proposal Spreadsheet Instructions

Departments should review the last year’s financial and expenditures reports to help determine course offerings, and to estimate paid credits and costs. For guidance on the overall budget model, please see the following Gateway page: L&S Summer Budget Model

The spreadsheet contains five worksheets.

  1. Course Input. This sheet is where you list your basic departmental data, along with your list of courses.
  2. Budget Input. This sheet will contain budgeting data related to your courses.
  3. Financial Summary. This sheet will show a sum of the costs and estimated revenue per course, based on the data entered in the 'Course Input' and 'Budget Input' worksheets. This sheet is locked against editing. 
  4. Notes. This sheet is optional, and may be used to include additional information for any of the courses or budget items.
  5. Session Codes. This sheet shows all the possible session codes with dates. The common sessions (eight weeks, four weeks, etc.) are highlighted for easy reference. This sheet is also locked against editing.

Course Input Worksheet

This worksheet needs to be filled out first; the other worksheets in this document will reference the courses listed.

1) Department Input

Enter department names and contacts information in the ‘Department Input’ table.

2) Course Input

Budget Input Worksheet

This page is used to show budget details for your summer courses. This sheet references the entries made on the 'Course Input' worksheet.

Summer salaries are paid on fund 131, therefore, the department is responsible for actual fringe costs. For planning purposes, the Budget Input sheet automatically adds 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.

There are six tables:

Each table has a ‘Course’ column. This field references the ‘Course Number & Name’ column from the Course Input worksheet. If you’ve added records to the ‘Budget Input’ worksheet but then make changes to course numbers and course names on the ‘Course Input’ worksheet, the names on the ‘Budget Input’ worksheet will need to be manually updated.

Each table also has a ‘Funding’ column with the following options:

Additional information regarding Summer funding is available on the Gateway: Summer Accounting in L&S 

3) Faculty, Academic Staff and Lecturer (SA) Appointments

4) Teaching Assistants

5) Other Salaries

This table should be used for instructors earning a salary that is not based on ‘ninths’ (e.g., hourly or A-Basis employees). Departments should use the ‘FLOAT ’ tool (available on OHR's Payroll Toolkit) or consult with Amanda Mahr for help with salary calculations.

6) Readers

List hours needed per course. The cost is based on the current campus rate of $21.57 per hour.

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.

8) Supplies & Expenses

Supplies and expense support with summer term is generally provided only for expenses directly related to the offering of a particular course (e.g., field trip expenses, lab supplies).Explain the need for such support in the 'Explanation' column of this table.

Financial Summary

After the department enters the required information on the Course Input and Budget Input sheets, the remaining numbers are automatically calculated, and the entire Financial Summary sheet is automatically populated. No information is entered directly on this sheet.

On the Financial Summary, the final columns report the estimated contribution of each course to department surplus, along with the paid credits needed for the course to break even.

The total listed in the ‘Estimated Surplus’ column is the estimated department surplus. This estimate is based on the following formula:

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.

Summer Budget Approvals & Changes

Departments will receive approvals via Box in mid-November. After the initial approval, any changes should be communicated via email to James Montgomery and/or Amanda Mahr.

Primary Contacts for L&S Administration

See Also: