Topics Map > Teaching, Learning & Academic Administration > Summer Term
Topics Map > HR & Payroll > Short-Term Staff
Summer Term: Details on Financial and Expense Reports
Summer term has a separate budget model from the Academic Year (Fall/Spring) terms. As a result, departments must carefully plan for and pay attention to the costs of instruction and other expenses in relation to estimated enrollment and paid credits.
To help departments knowledgeably estimate and track costs and surplus, L&S provides:
- Expense Details report - This report contains specific details for instructors, student appointments, and supplies & expenses.
- Financial Report - This report creates a surplus estimate for the department, based on estimated paid credits and planned expenses.
Please see the sections below for more information.
Expense Details Report
The Expense Details report is sent to L&S departments and programs as part of their summer term approval and contains the following:
- specific details for instructor & TA appointments (dates, percentage, funding, estimated salary) to be used by department HR/payroll staff
- grader/reader hours or student hourly salaries, or other expenses related to summer instruction, if any
- some curricular details (course session, modality)
Department staff who are responsible for offer letters and payroll will need this report.
Changes may be requested via the Instructional Staffing Request form (instructions).
The Expense Details Report will be shared with departments via Box ('48-##00 Summer Sessions' folder), and will be updated as changes occur based on hiring, enrollment, etc.
Expense Details Report fields
The Expense Details Report may be accessed in Box ('48-##00 Summer Sessions' folder).
This report is organized by course. The session and modality is included for each course.
| Field | Description |
|---|---|
| Appointments |
|
| Salary Rates |
Base rates with pay basis for instructors, TAs & reader/graders |
| Appointment Dates |
Start and end date for instructor and TA appointments |
| Appt % |
Appointment percentage for instructors and TAs |
| Funding String |
Full funding string. Default funding for summer is 131-2 A48##93. |
| Letter Details |
Salary details for instructors and TAs. These figures are referenced in appointment letters.
|
| Est Cost |
|
| Comments |
Additional notes as needed. Instructor appointments include a note regarding their offer letter. Expanded directions are also available on Offer Letter Procedure for Summer Instructors.
|
Summer Financial Report
The summer Financial Report shows enrollment/credit data and cost data for each summer course. Related instructional expenses funded by Summer 131, like Summer Term Chair, are included. This data is used to calculate the overall summer surplus for the department or program.
- Information on Summer 131 funding: Summer Accounting in L&S
- Budget model definitions, including an explanation of paid credits: Summer Budget Model Definitions
There are three versions of the Financial Report, using either estimated or actual data:
- Initial: Estimated enrollment data and estimated costs
- Preliminary Enrollment: Actual enrollment data and estimated costs
- Final with Revenue: Actual enrollment data and actual costs
These reports are sent via departmental summer Box folders ("48-#### Summer").
Initial Financial Report
This report creates a surplus estimate for the department, based on estimated paid credits and estimated costs. Based on past experience, preliminary mid-April student credit hours are 10-15% higher than final end-of-summer paid credits. This may be due to tuition waivers and students dropping courses throughout the summer. Therefore, this report includes a 10% correction to the student credit hour figure to help departments better estimate revenue or losses.
- Surplus calculation: $325 * estimated paid credits minus estimated instructional costs
- Summer Budget Model explanation: Initial Summer Budget Proposals
- Timing: Sent in November along with the Expense Details report. These two reports may be updated if there are changes.
- Send additions or changes via the Instructional Staffing Request form (instructions).
| Column Name | Description |
|---|---|
| Course Number and Name |
Course number & name, with topic if applicable. Other expenses funded by Summer 131, like Summer Term Chair, may also be listed. |
| Instruction Mode |
|
| Est Costs |
Sum of estimated costs on Summer 131 funding (131-2 A48##93). Estimate includes fringe estimates (final costs will include actual fringe):
|
| Est Enrollment |
Estimated enrollment (headcount) |
| Credit Range |
Credit range of course |
| Est Paid Credits |
Paid Credits are credit hours associated with students who paid tuition to the campus tuition pool. See Summer Budget Model Definitions for a more detailed explanation. |
| Est Revenue |
'Est Paid Credits' figure multiplied by $325 |
| Est Surplus |
'Est Revenue' minus 'Estimated Costs' |
| Paid Credits Needed for Positive Course Contribution |
'Est Costs' figure divided by $325 |
Preliminary Enrollment Financial Report
This report creates a surplus estimate based on estimated costs and early enrollment data.
- Surplus calculation: (90% of student credit hours * $325) minus estimated instructional costs
- Summer Budget Model explanation: Review of preliminary enrollment & financial data
- Timing: Sent in mid-April
- Responding to the report:
- Request course cancellation: Course Cancellation and Non-standard Times form (instructions).
- Send changes related to personnel or other expenses: Instructional Staffing Request form (instructions).
| Column Name | Description |
|---|---|
| Course Number and Name |
Course number & name, with topic if applicable. Other expenses funded by Summer 131, like Summer Term Chair, may also be listed. |
| Instruction Mode |
|
| Est Costs |
Sum of estimated costs on Summer 131 funding (131-2 A48##93). Estimate includes fringe estimates (final costs will include actual fringe):
|
| Enrollment |
Actual enrollment / headcount |
| Credit Range |
Credit range of course |
| Student Credit Hours |
Actual student credit hours (not paid credit hours). |
| Adjusted Student Credit Hours |
90% of the 'student credit hours' figure. Based on past summers, enrollment at this time is typically 10-15% higher than final paid credits. |
| Est Revenue |
'Adjusted Student Credit Hours' multiplied by $325 |
| Est Course Contribution to Dept Surplus |
'Est Revenue' minus 'Est Costs' |
Final Financial Report with Revenue
This report creates a surplus estimate based on actual costs on Summer 131 and actual enrollment data.
- Surplus calculation: $325 * paid credits minus instructional costs
- Summer Budget Model explanation: Revenue Reporting
- Timing: Sent in late August/early September each year.
- Revenue: See Summer Accounting in L&S for an explanation of revenue transfers.
| Column Name | Description |
|---|---|
| Course Number and Name |
Course number & name, with topic if applicable. Other expenses funded by Summer 131, like Summer Term Chair, may also be listed. |
| Instruction Mode |
|
| Costs, Including Fringe |
Actual costs to Summer 131 funding (131-2 A48##93), includes fringe. Data is pulled from WISER. Costs may ultimately be higher if some costs have not posted to WISER at the time of the report. |
| Enrollment |
Actual enrollment / headcount |
| Credit Range |
Credit range of course |
| Student Credit Hours |
Actual student credit hours |
| Paid Credit Hours |
Actual paid credit hours. Paid credit hours contribute to the department/program's revenue. See Summer Budget Model Definitions for a more detailed explanation. |
| Revenue |
'Paid Credit Hours' multiplied by $325 |
| Course Contribution to Dept Surplus |
'Revenue' minus 'Costs, Including Fringe' This figure may ultimately be lower if some costs have not posted to WISER at the time of the report. |
Primary Contact
Rob Schultz, Instructional Program Manager for Teaching & Learning Administration