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L&S Summer Budget Proposals

This document provides technical instructions for completing the Summer Budget Proposal spreadsheet in the College of Letters & Science. Updated September 19, 2024.

Updates for Summer 2025

The revenue per paid credit has been increased to $350 per paid credit for 2025.
Fringe rates used in the 2025 Summer Budget Proposal Exercise are based on the current approved Research and Sponsored Programs (RSP) rates. These rates are estimates based on FY 2024 values and may change before Summer Term 2025.
The 2025 Summer Budget Proposal Spreadsheet has been updated and simplified. Please pay attention to pop-up instructions when clicking on cells in the spreadsheet. These pop-ups provide tips on what information to enter, navigating dropdown menus, and how information is calculated for pre-filled cells.

Summer Budget Proposal

Download & instructions

1. Course Input

Enter department name and summer term contacts (including Summer Term Chair, if known) at the top of the worksheet.
- Summer contacts will be added to a google group for L&S Summer emails.
Enter the courses your department will offer in summer.
See Summer Course Guidance in L&S for recommended sessions & strategies.

**List of Courses**
Department Name (top of sheet, cell B3)	Enter this first. All active courses for the department are populated into the dropdown in the ‘Course or expense category’ column based on this cell.
Course or expense category	Add all summer courses to this list. Active courses for departments are filled in the dropdown based on the Department Name (cell B3). List all summer courses, including those that are not part of the summer budget model (e.g., professional masters or capstone programs). Courses offered multiple times in summer should be entered separately for each course (e.g., topics courses). For courses with multiple sections: you may enter them as one “summed” row or a row per section, based on how you wish them to appear in the reporting. (If separately, add the section number or topic title to the title in the “Additional Course info” field.) If a course is missing from the dropdown, it can be typed into the worksheet. Enter other summer 131-funded expenses (e.g., Summer Term Chair). These expense categories do not appear in the dropdown. They should be typed into the worksheet.
Additional Course info (if needed)	Enter topics and/or session numbers for courses. If a course is listed multiple times in the ‘Course or expense category’ column, always enter information in this column to distinguish the courses.
Instruction Mode	Select from the following options Classroom Online only Online (some classroom) Use 'n/a' for non-instructional entries like Summer Term Chair
Session	Enter the course's three character session code. This value will be referenced for the instructor and TA appointment details. A list of session codes is available on the 'Summer Session Codes' worksheet, and on the Registrar's website: Registrar's Session Codes and Curricular Weeks L&S KB page with recommended sessions
Session dates	Shows the dates that the course will run (does not include prep week that may be part of an appointment). Do not change values in this column. These dates are calculated based on the session date selected.
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. See the Summer Budget Model Definitions for definition of paid credits. The 'Estimated Paid Credits' field drives the revenue and surplus estimate for each course on the Financial Summary sheet.

2. Salaries

This sheet references the list of courses from the Course Input worksheet.
This sheet lists planned appointments for instructors, chairs and TAs.
Directions
- Include all instructional appointments regardless of funding.
- Approved details will be listed on your Expense Details report.
- This information will be shared with L&S HR and used to create offer letters.
- Related KB: Guidance for Summer Sessions appointments in L&S
- Columns describing appointments are filled with default values based on the session entered on the Course Input sheet. These values can be edited if needed.
- Columns labeled Calculated Values should not be edited. These values are calculated based on other information entered in the spreadsheet.
- The 'Session Code' field is only shown on this sheet for reference; update this value on the Course Input sheet.
- 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.

**Fields entered by the department**
Course / Expense category	This is a drop down column and is populated by the courses and expense categories on the Course Input sheet. Only enter options from the dropdown. If a course is missing from the dropdown, go back to the Course Input sheet and enter it there. Include other summer sessions appointments even if they aren't directly linked to a course (e.g., Summer Chair). These appointments need a matching entry on the Course Input sheet.
Funding	Select from dropdown: Summer Sessions: 131-2-48##93 Other 131-2 A48##93 is the default funding funding for summer instructional sessions. Summer Sessions (131-2-48##93) in the Summer Budget Proposal refers exclusively to this 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.
Pay Account (use dropdown)	Select pay account used for position. Dropdown options: Summer 9-month / S-basis appointments Annual Annual / A-basis appointments Lump Sum
Salary Base Rate / Lump Sum	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.

**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 This field will display N/A for Annual (Teaching Load) or Lump Sum positions.
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 sheet.
Salary	The salary column is calculated based on the following fields: Base Rate Appt % Appt Start Appt End
Salary w/ 36.5% Fringe	This field is the Salary column plus a 20% fringe estimate. This value is used for the Financial Summary sheet.

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 sheet. Only enter options from the dropdown. If a course is missing from the dropdown, go back to the Course Input sheet and enter it there.
Funding	Select from dropdown: Summer Sessions: 131-2-48##93 Other 131-2 A48##93 is the default funding funding for summer instructional sessions. Summer Sessions (131-2-48##93) in the Summer Budget Proposal refers exclusively to this funding.
# of TA's	Enter anticipated number of TA's (headcount) for the course.
Pay Account (use dropdown)	Select pay account used for position. Dropdown options: Summer 9-month / S-basis appointments Annual Annual / A-basis appointments This option should generally not be used for TA's Lump Sum This option should generally not be used for TA's
TA Base Rate	List the full-time, 9-month rate, for each course's Teaching Assistants. Base rate for most: $53,050 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 sheet.
Salary	The salary column is calculated based on the following fields: # of TAs TA Base Rate Appt % Appt Start Appt End
Salary w/ 22.5% Fringe	This field is the Salary column plus a 5% fringe estimate. This value is used for the Financial Summary page

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.

Grader / Readers

**Fields entered by the department**
Course	This is a drop down column and is populated by the courses on the Course Input sheet.
Funding	Default funding = Summer Sessions (131-2 A48##93)
Enter # of Hours	Estimate the number of reader hours needed for the course.

**Fields calculated by the spreadsheet; do not modify**
Cost	The cost is the number of hours multiplied by $25.83 per hour.
Cost w/ 22.5% Fringe	This field is the Cost column plus a 22.5% fringe estimate. This value is used for the Financial Summary page.

Student Hourlies

**Fields entered by the department**
Course	This is a drop down column and is populated by the courses on the Course Input sheet.
Funding	Default funding = Summer Sessions (131-2 A48##93)
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/ 1.5% Fringe	This field is the Cost column plus a 1.5% fringe estimate. This value is used for the Financial Summary sheet.

Supplies & Expenses

**Fields entered by the department**
Course	This is a drop down column and is populated by the courses on the Course Input sheet.
Funding	Default funding = Summer Sessions (131-2 A48##93)
Explanation	Provide a brief description of the expense. E.g., lab supplies.
Enter Est. S&E Cost	Provide an overall estimate of the cost.

4. Financial Summary

**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 $350.
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 350'
Salaries or Expenses reported for course?	This field helps departments ensure they have entered salary/expense details for courses they plan to offer. Courses that lack salaries or expenses will show a red X and should be double-checked. If any salaries or expenses were reported, the field will show a green check mark.
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

Changes to summer plans

**Changes to summer plans**
Changes after the initial exercise	Send changes through the Instructional Staffing Request form: Add summer course Add a new summer TA position Make other changes to an approved course (e.g., session, modality, instructor name or appointment details).
Canceling summer courses	Course cancellation request form (form instructions) Course cancellation policy

Primary Contacts for L&S Administration

L&S Teaching & Learning Administration
- Rob Schultz, Instructional Program Manager for Teaching & Learning Administration
- Cathy Yu, Administrative Assistant for Teaching & Learning Administration
L&S Budget Office
- Jennifer Klippel, Associate Dean for Innovation and Strategic Budgeting

L&S Summer Budget Proposals

L&S Summer Budget Proposals

Updates for Summer 2025

Summer Budget Proposal

Download & instructions

1. Course Input

2. Salaries

Faculty, Academic Staff and Lecturer (SA) Appointments

Teaching Assistants

3. Other Expenses

Grader / Readers

Student Hourlies

Supplies & Expenses

4. Financial Summary

Financial Summary fields

5. Summer Session Codes

Next steps

Initial Approvals

Changes to summer plans

Primary Contacts for L&S Administration

See Also