HR - Faculty Sabbatical

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).

UnclassifiedFacultySabbaticalCompleteWF.jpg


Procedure At-a-Glance

Category: HRS – HR – Faculty Sabbatical
Audience: HR Staff / Payroll Staff
Overarching Process: HRS – HR – Maintain Workforce
Navigation:
  • Organizational Development > Position Management > Maintain Positions/Budgets > Add Update Position Info
  • Workforce Administration > Job Information > Job Data
  • Workforce Development > Profile Management > Profiles > Person Profiles
  • Payroll for North America > Employee Pay Data USA > Create Additional Pay
Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids (below)

General Description:

Faculty Sabbatical is handled 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 Inputs:

  • Faculty Sabbatical Forms

Process Outputs:

  • Full / Partial Paid Leave of Absence
  • Employee Funding Change
  • WRS and Absence Accruals

Process Considerations:

** HR - Profile Management
** PY - Enter Additional Pay               

**FTE change will only be made for the Full Academic Year Sabbatical.
**Funding – Will, most likely, be changed on all Faculty on Sabbatical.

Exceptions (including first-year considerations):

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.

Campuses may opt to record


Procedure Steps

To place a Faculty on a FULL Academic Year Sabbatical:

Navigation: Workforce Administration > Job Information > Job Data

  1. Enter Employee Name or ID #.
  2. Click the Search button.

    Enter Employee Name or ID, click search

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

    Copy Position Number

Navigation: Organizational Development > Position Management > Maintain Positions / Budgets > Add Update Position Info

  1. Enter Position Number or Other Information in the fields to Narrow Search.
  2. Click Search button.

    Enter Position Number, click Search

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

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

  7. Click the Specific Info Tab.
  8. Click the > for Education and Government to verify FTE change.

  9. Return to Description Tab.
  10. Click Save

    Add/Update Position Info

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

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

  15. Click Save

    Add/Update Position Info

Navigation: Workforce Administration > Job Information > Job Data

  1. Enter Employee Name or ID#.
  2. Click Search button.

    Job Data

  3. 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.

    Job Data

Navigation: Payroll for North America> Employee Pay Data USA> Create Additional Pay

  1. Enter Employee Name or Empl ID and Empl RCD Nbr
  2. Click Search

    Create Additional Pay

  3. 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.

    Create Additional Pay

    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.

Related Policies

Related Jobaids:

Related Forms:




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 18:00 CSTUpdated:2016-11-29 16:18 CST
Sites:Human Resource System (HRS)
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