When initially setting up a new leader, the full-time compensation rate and effort is taken from the MOU negotiated between Academic Affairs, Fiscal, HR, leader's home department, and the leader. If this is renegotiated, start a new worksheet by copying the Template. Previous years are present on all individual leader worksheets so that columns are aligned for the summary worksheet. Do not delete unneeded columns; hide them instead.

Annual Update

Every spring this spreadsheet is updated so Fiscal can provide estimates for the leaders' department homes. We update the estimate made for the budget, calculate any excess or shortfall paid the department, and estimate the obligation for the following years. This is update again once the current Fiscal year closes for the actual transfer that is made from Academic Affairs cost centers to the departments.

The numbers in the following steps align with the worksheet image below. 

Update Obligation

Enter dollar amounts of salary changes (1) and the number of months (2) the new salary was effective in the current fiscal year. So if the leader received a $10,000 salary increase for their academic role performance (FBG) that was effective in January, enter $10,000 in (1) and 6 in (2). 

If the leader was given a bonus for their academic role performance, enter that amount in (3).

This will recalculate the dollars that should go to the individual for their academic role for the current year.

Update Actual

When preparing the current year budget, estimates were likely made for pay plan increases. Faculty Block Grant increases, promotions, bonuses, changes made to UW salary allocations during the year will all result in differences between the estimate of the budget transfer needed to a department and what was actually transferred. (4) Enter the salary paid/estimated to be paid through the end of the current Fiscal year. Use all Academic Affairs funding source; i.e. if the leader is paid on a grant owned by Academic Affairs include those dollars as well as the dollars on unit budget funds. (ADW Payroll Star Query is a good source for these numbers.) 

Updating the the actual obligation and what was actually allocated through payroll and transferred to UWMF may result in an over- or under- payment. This will adjust the following year's payment to the department.

Update Expected Obligation

Enter the amount of any known pay plan increase in (5) as a percent of the leaders UW-paid salary, not their academic role salary. Enter the month expected to take effect in (6). The spreadsheet adjusts this increase by the percent effort to estimate the FY Salary obligation.

Enter the expected UW paid salary in (7). In most cases the Allocated Base Salary equals the UW paid salary times the percent effort, but some departments have made other arrangements. Check the formula in that cell. 

The difference between the FY Salary and the Allocate Base Salary, plus a 3.5% UWMF fringe rate, plus any Prior Year Correction is the amount to be transferred from the Academic Affairs Unit Budget to UWMF for the home department.