HR - Faculty Sabbatical

GENERAL DESCRIPTION:

Faculty Sabbatical can be either a full academic year or for one semester. Depending on the duration, it will be a fully paid sabbatical (one semester) or a partially paid sabbatical (65% pay for the full academic year).

Process Overview

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Faculty Sabbatical is handled in one of two ways: 1) One full Academic Year = Partial Pay (35% reduction); 2) One Semester = Full Pay

  1. A faculty member may be approved to take a sabbatical for the academic year and receive from the institution financial support at any level up to sixty-five percent of his/her full compensation for that period, in accordance with institutional policies.
    • In this case, a row is added to the position and the action reason used is “Change FTE for Faculty Sabbatical”. The FTE is changed to 65% of the full FTE amount. The change to position flows through to the job data to reflect the change. The compensation is then calculated using the reduced FTE.
    • Funding may be updated to reflect any changes as a result of the sabbatical.
    • The profile management page is also used to record the sabbatical. (See HRS HR-Profile Management:  HR - Profile Management
    • Create an Additional Pay for both hours and pay (Code USB):  PY - Enter Additional Pay
      • This will not add additional Gross Pay but will add to WRS, WRH, and VLR for the extent of the Sabbatical period.  This will make the employee whole for WRS and Abesence accruals.  Fringe costs on the Add'l Pay Earnings code will be charged to the appropriate funding sources and BAC will be deducted from earnings if appropriate.  In addition, any Employee paid BAC (benefit Adjustment Contribution) will be deducted from earnings.
  2. A faculty member may be approved to take a sabbatical for one semester of the academic year and receive from the institution financial support at any level up to a maximum of his/her full compensation for that period.
    • For a one-semester sabbatical leave, the profile management page is used to track the semester leave. Because the faculty is being paid at the full rate for the semester, no change in FTE or an additional pay entry are needed.
    • Funding may be updated to reflect any changes as a result of the sabbatical.
PROCESS CONSIDERATIONS:
  • FTE change will only be made for the Full Academic Year Sabbatical.
  • Funding – Will, most likely, be changed on all Faculty on Sabbatical.
  • If a Faculty member is on a Full Academic Year Sabbatical and secures a buy out from an outside source for the 35% reduction, there is no need to record the Sabbatical on the Position or Job Data pages. Record of the Sabbatical would be only reflected in Profile Management.



PROCEDURE STEPS:

To place a Faculty on a FULL Academic Year Sabbatical:

  1. Navigate to Workforce Administration > Job Information > Job Data

  2. Enter Employee Name or ID #.

  3. Click the Search button.

  4. Copy the Position Number from the first Job Data panel.

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  5. Navigate to Organizational Development > Position Management > Maintain Positions / Budgets > Add Update Position Info

  6. Enter Position Number or Other Information in the fields to Narrow Search.
  7. Click Search button.

  8. Click the + button to add a row.
  9. Change the Effective Date to desired date (beginning of Sabbatical Leave).

  10. Select Action Reason = “Change FTE for Faculty Sabb”.
  11. Change the Standard Hours to reflect 26 hours (which equals 65%).

  12. Click Save

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  13. Click the + button to add another row.
  14. Change the Effective Date to desired date (return to from Sabbatical Leave).

  15. Select Action Reason = “Change FTE for Faculty Sabb”.
  16. Return the Standard Hours to reflect 40 hours (back to full time).

  17. Click Save

  18. Navigate to: Workforce Administration > Job Information > Job Data

  19. Enter Employee Name or ID#.

  20. Click Search button.

  21. View Job Data in the Work Location Tab and Job Information to verify rows added for Sabbatical and Return from Sabbatical are correct, including appropriate FTE changes.

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  22. Navigate to: Payroll for North America> Employee Pay Data USA> Create Additional Pay

  23. Enter Employee Name or Empl ID and Empl RCD Nbr

  24. Click Search

  25. For C-Basis employees, enter Earnings Code “USB” and include both the hours and the salary amount in the entry. (To calculate the Additional Pay Amount please use 176 hours for full time month. For example, if the employee is paid 65% while on Sabbatical, the Additional pay should be 176 hours x 35%=61.6 hours and their salary x 35%.) After all necessary fields are filled, click Save.

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    Note: OK to Pay must be checked or payments will not take. Also make sure that the 'First' pay period check box is checked and the correct pay period dates are used according to the C-Basis pay schedule.


ADDITIONAL RESOURCES:

Related KBs: Related Links



Keywords:Faculty Sabbatical Full Sabbatical Partial Sabbatical one semester full academic year   Doc ID:17072
Owner:Tami E.Group:Human Resource System (HRS)
Created:2011-02-26 19:00 CDTUpdated:2017-02-22 10:18 CDT
Sites:Human Resource System (HRS)
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