Topics Map > Teaching, Learning & Academic Administration > Summer Term

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 the summer 2024 planning exercise.

Updates for Summer 2024

Appointment level changes

There are changes to standard appointment dates and percentages for summer instructors and Teaching Assistants. New default appointment values are built into the spreadsheet. There are detailed explanations of the changes on the following L&S KB pages:

Assistance with the proposals

Given the changes to appointment levels and related changes to the proposal spreadsheet, we understand that departments will need additional assistance with their proposals.

Summer Budget Proposal

Download & instructions

1) Download the Summer 2024 Budget Proposal Spreadsheet 2) Complete the spreadsheet:
  1. Complete the list of courses on the Course Input page first.
  2. Add appointments for instructors, chair and TAs to the Salaries page.
  3. Update the Other Expenses page with related summer expenses (grader/readers, student hourlies, S&E, non-9-month salaries).
  4. Review the resulting surplus estimate on the Financial Summary page.
3) Email completed spreadsheet to Cathy Yu at teach.learn@ls.wisc.edu by end of day on Monday, October 16, 2023. Please email Cathy if you need an extension.

Next steps: See below for information on initial approvals and making changes

1. Course Input

  • Add all summer courses to this list.
  • See Summer Course Guidance in L&S for recommended sessions & strategies.
  • List the department/program name, along with the summer chair (if known) and summer administrative contact(s). These names will be added to a google group for L&S Summer emails.
  • Update for summer 2024: the 'session code' field has been moved to this page.
List of Courses
Course Number & Name
  • Add all summer courses to this list.
    • List all summer courses, including those that are not part of the summer budget model (e.g., professional masters or capstone programs).
    • Include course topic if applicable.
  • Create entries for other summer 131-funded expenses as appropriate (e.g., Summer Term Chair).
  • This column requires unique values.
Instruction Mode
  • Select from the following options
    • Classroom
    • Online (some classroom)
    • Online only
    • Use 'n/a' for non-instructional entries like Summer Term Chair
Session
Estimated Enrollment
  • Indicate the overall planned capacity for the course.
Credit Range
  • List the course’s credit range.
Estimated Paid Credits

2. Salaries

  • This sheet references the list of courses from the Course Input page.
  • This sheet lists planned appointments for instructors, chairs and TAs.
  • New for 2024:
    • The 'Session Code' field is only shown on this page for reference; update this value on the Course Input page.
    • There are fields that will populate with default appointment values for a three credit course (Appt %, Appt Start, Appt End). These fields are not locked against editing, please modify as needed.

Faculty, Academic Staff and Lecturer (SA) Appointments

  • Add planned instructor and chair appointments to this table.
  • This table assumes that the instructor has a S-Basis/9-month pay basis. Use #5 Other Salaries for instructors with other pay bases (e.g., 12-month, lumps).
Fields entered by the department
Course
  • This is a drop down column and is populated by the courses on the Course Input page.
  • Include other summer sessions (S-Basis) appointments even if they aren't directly linked to a course (e.g., Summer Chair). These appointments will need a matching entry on the Course Input page.
Funding
Name & Title
  • Add instructor name & title if known.
  • If you do not yet know who will fill the position, please list the title you expect to use.
Base rate (9-month)
  • List the full-time, 9-month rate.
    • List current rates when possible.
    • If the rate is unknown, make an educated estimate or list a standard STS rate.
  • Appointments that do not have 9-month base rates (e.g., 12-month or hourly) should be listed in table #5 Other Salaries.
Fields populated by the spreadsheet; modify if needed
Appt %
  • Planned appointment percentage.
  • This field will populate with the standard percentage level for a three credit course. This is based on the session selected for the course. This field may be modified as needed.
  • Appointment levels - Instructors
Appt Start
  • Start date of the appointment; this is typically one week before the start of the course session.
  • This field will populate with the standard appointment start date, based on the session selected for the course.
  • This is a dropdown field, and a different start date may be selected if needed.
Appt End
  • End date of the appointment; this typically matches the end date of the course's session.
  • This field will populate with the standard appointment end date, based on the session selected for the course.
  • This is a dropdown field, and a different end date may be selected if needed.
Fields calculated by the spreadsheet; do not modify

Session

  • For reference only; this pulls the session code from the Course Input page.
Salary
  • The salary column is calculated based on the following fields:
    • Base Rate
    • Appt %
    • Appt Start
    • Appt End
Salary w/ 20% Fringe
  • This field is the Salary column plus a 20% fringe estimate.
  • This value is used for the Financial Summary page.

Teaching Assistants

  • Add planned TA appointments to this table.
Fields entered by the department
Course
  • This is a drop down column and is populated by the courses on the Course Input page.
Funding
# of TA's
  • Enter anticipated number 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: $46,460 or $51,110
  • L&S Standard Rates
Fields populated by the spreadsheet; modify if needed
Appt %
  • Planned appointment percentage.
  • TAs are often appointed at similar levels to instructors, so this field will populate with the standard percentage level for a three credit course. This is based on the session selected for the course. TA appointments are based on hours, so please modify this value as needed.
  • Appointment levels - Teaching Assistants
Appt Start
  • Start date of the appointment; this is typically one week before the start of the course session.
  • This field will populate with the standard appointment start date, based on the session selected for the course.
  • This is a dropdown field, and a different start date may be selected if needed.
Appt End
  • End date of the appointment; this typically matches the end date of the course's session.
  • This field will populate with the standard appointment end date, based on the session selected for the course.
  • This is a dropdown field, and a different end date may be selected if needed.
Fields calculated by the spreadsheet; do not modify

Session

  • For reference only; this pulls the session code from the Course Input page.
Salary
  • The salary column is calculated based on the following fields:
    • # of TAs
    • TA Base Rate
    • Appt %
    • Appt Start
    • Appt End
Salary w/ 5% Fringe

3. Other Expenses

  • This page lists less common expenses funded by Summer 131 funding.
  • This sheet references the list of courses from the Course Input page.

Other Instructional Salaries (12-month basis, lumps, etc.)

  • Use this table for summer instructional appointments that are not based on a C-Basis/9-month appointment (e.g., 12-month appointments, lump sums).
  • Do not use this table for any 9-month appointments. Those appointments should be listed in Faculty, Academic Staff and Lecturer (SA) Appointments.
Fields entered by the department
Course
  • This is a drop down column and is populated by the courses on the Course Input page.
Funding
Name & Title
  • Add instructor name & title if known.
Salary notes
  • Explain the logic for the payment.
Enter target Salary
  • This field is used for instructor salaries that are not based on a 9-month salary (e.g., 12-month, lump sum). List the total estimated salary for this instructor.
  • Departments should use the ‘FLOAT ’ tool (linked in OHR's Payroll Toolkit) or consult with Amanda Mahr for help with salary calculations.
Fields calculated by the spreadsheet; do not modify
Salary w/ 20% Fringe
  • This field is the Target Salary column plus a 20% fringe estimate.
  • This value is used for the Financial Summary page.

Grader / Readers

Fields entered by the department
Course
  • This is a drop down column and is populated by the courses on the Course Input page.
Funding
Enter # of Hours
  • Estimate the number of reader hours needed for the course.
Fields calculated by the spreadsheet; do not modify
Cost
Cost w/ 5% Fringe

Student Hourlies

  • Student hourly assistance is provided through summer term funding only when it is directly connected to summer term course instruction.
  • L&S Student Hourly Positions
Fields entered by the department
Course
  • This is a drop down column and is populated by the courses on the Course Input page.
Funding

Enter Est. Student Hourly Costs

  • Provide an overall estimate of the amount of student hourly salary for this course.
Fields calculated by the spreadsheet; do not modify
Cost w/ 5% Fringe

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).
Fields entered by the department
Course
  • This is a drop down column and is populated by the courses on the Course Input page.
Funding
Explanation
  • Provide a brief description of the expense. E.g, field supplies.
Enter Est. S&E Cost
  • Provide an overall estimate of the cost.

4. Financial Summary

The entire Financial Summary sheet is automatically populated based on information from the Course Input, Salaries and Other Expenses sheets. No information is entered directly on this sheet.

This page calculates 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. See Summer Budget Model Definitions for an explanation of Paid Credits.

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:

Financial Summary
Estimated Costs to Summer Sessions

This column sums the estimated costs for each course, as listed on the Salaries and Other Expenses pages. This field only sums costs where funding equals 'Summer Sessions'.

Estimated Revenue

'Estimated Paid Credits' figure multiplied by $325.

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 325'

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'

5. Summer Session Codes

Session Codes
Code Three digit session code used in SIS.
Course Start Session start date
Course End Session end date
Appt Start Default appointment start date; typically one week before the session start date.
Appt End Default appointment end date; typically matches the session end date.
Course Weeks Number of course session weeks.
Standard appt level, 3 credit course Standard appointment percentage for a three credit course for the given session.

Next steps

Initial Approvals

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 (11/17/23). Departments should enter their summer courses into SIS ahead of receiving the formal approval from L&S. 

Changes to summer plans

Changes to summer plans
Changes after the initial exercise
Canceling summer courses

Primary Contacts for L&S Administration

  • L&S Teaching & Learning Administration
    • Cathy Yu, Administrative Assistant for Teaching & Learning Administration
    • Shirin Malekpour, Associate Dean for Teaching & Learning Administration
  • L&S Budget Office


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OwnerCathy Y.GroupL&S KB
Created2018-09-06 09:16:20Updated2024-01-11 12:48:34
SitesL&S KB
CleanURLhttps://kb.wisc.edu/ls/summerproposals
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