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 Summer 2023.

    Summer Budget Proposal Spreadsheet Instructions

    Updates for Summer 2023

    • The larger than expected freshman class may use summer to catch up.
    • Use of sessions that end after 8/13/23 for undergraduate courses is strongly discouraged. View recommended sessions under 'Summer course variety & scheduling'
    • The curricular deadline of November 18 is earlier than in previous years. Departments should enter their summer courses into SIS ahead of receiving the formal approval from L&S.
    • L&S is continuing the strategy of 'base' and 'supplemental' payments to summer instructors and teaching assistants. This is necessary to maintain traditional compensation levels under the single/biweekly pay schedule. The following link provides a more detailed explanation: L&S Summer Compensation Maintenance Strategy

    Course Input Worksheet

    This worksheet needs to be filled out first; the other worksheets in this document will reference the courses listed.

    Related KBs:

    1) Department Input

    Explanation of Department Input fields
    Field Description
    Department Name Name of L&S Department
    Summer Term Chair Planned summer chair; leave vacant if unknown.
    Administrative Contact(s) Department admin and other departmental staff who help with Summer Term.

    2) List of Courses

    List of Courses
    Field Description
    Course Number & Name
    • Add all summer courses to this list.
      • List all courses that will be offered during summer term, including those that are not part of the summer budget model (e.g., professional masters or capstone programs).
      • Create entries for other summer 131-funded expenses as appropriate (e.g., Summer Term Chair).
      • Include course topic if applicable.
    • Add entries for other summer 131-funded appointments like Summer Term Chair.
    This column requires unique values.
    Instruction Mode

    Options:

    • Classroom
    • Online (some classroom)
    • Online only
    • Use 'n/a' for non-instructional entries like Summer Term Chair
    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.

    Appointment and Expense Input Worksheet

    This sheet contains planned instructional appointments and other summer expenses. This data will be used to create your department's Expense Details report - L&S.

    The 'Course' fields on this sheet refer to the courses entered on the Course Input page; please complete that list of courses first.

    Summer salaries are paid on fund 131, therefore, the department is responsible for actual fringe costs. For planning purposes, the tables on this sheet automatically add estimated fringes for teaching assistants (5%) and instructors (20%). The department is ultimately responsible for actual fringes, which may be higher or lower than the planning estimates.

    Related KB: Guidance for Summer Sessions appointments in L&S

    3) Faculty, Academic Staff and Lecturer (SA) Appointments

    Add planned instructor appointments to this table.

    This table assumes that the instructor has a C-Basis/9-month pay basis. For instructors with other pay bases, add their salary estimate to table #5 Other Salaries.

    Faculty, Academic Staff and Lecturer (SA) Appointments
    Field Description
    Course

    This is a drop down column and is populated by the courses on the Course Input page.

    Session

    Enter the course's three character session code.

    A full list of session codes is available on the 'Summer Session Codes' page of this spreadsheet, and on the Registrar's website: Registrar's Session Codes and Curricular Weeks

    Four week sessions:
    ZDD: 5/22/23 - 6/18/23
    DDD: 6/19/23 - 7/16/23
    HDD: 7/17/23 - 8/13/23

    General eight week session:
    DHH: 6/19/23 - 8/13/23

    Funding

    Default funding = Summer Sessions. Funding string = 131-2 A48##93.

    If selecting 'Other' add details to the 'Notes' page.

    Name & Title

    Add instructor name & title if known.

    If you do not yet know who will fill the position, please list the title and rate you expect to use (Lecturer, Lecturer (SA), etc.).

    Base rate (9-month)

    List the current full-time, 9-month rate of the instructor.

    Appointments that do not have 9-month base rates (e.g., 12-month or hourly) should be listed in table #5 Other Salaries.

    L&S Standard Rates for Short-term Staff and Student Assistants

    Appointment %

    Planned appointment percentage. Common appointment levels:

    • 4 week course = 100%
    • 6 week course = 66.7%
    • 8 week course = 50%

    Guidance for Summer Sessions appointments in L&S

    Salary

    The salary column is calculated based on the Session, Base Rate and Appt % fields.

    Salary w/ 20% Fringe

    This field is the Salary column plus a 20% fringe estimate. This value is used for the Financial Summary page. The final cost will be based on actual fringes.

    4) Teaching Assistants

    Add planned TA appointments to this table.

    Teaching Assistants
    Field Description
    Course

    This is a drop down column and is populated by the courses on the Course Input page.

    Session

    Enter the course's three character session code.

    A full list of session codes is available on the 'Summer Session Codes' page of this spreadsheet, and on the Registrar's website: Registrar's Session Codes and Curricular Weeks

    Four week sessions:
    ZDD: 5/22/23 - 6/18/23
    DDD: 6/19/23 - 7/16/23
    HDD: 7/17/23 - 8/13/23

    General eight week session:
    DHH: 6/19/23 - 8/13/23

    Funding

    Default funding = Summer Sessions. Funding string = 131-2 A48##93.

    If selecting 'Other' add details to the 'Notes' page.

    Number of TA's

    Enter anticipated # 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: $42,231 or $46,454.

    L&S Standard Rates for Short-term Staff and Student Assistants

    Appointment %

    Indicate the planned appointment percentage.Guidance for Summer Sessions appointments in L&S

    Salary

    The TA salary column is calculated based on the Session, # of TA's, TA Base Rate and Appt % fields.

    Salary w/ 5% Fringe

    This field is the Salary column plus a 5% fringe estimate. This value is used for the Financial Summary page. The final cost will be based on actual fringes.

    5) Other Salaries

    Add instructor info for summer appointments that are not based on a C-Basis/9-month appointment.

    Other Salaries (12-month, hourly, etc.)
    Field Description
    Course

    This is a drop down column and is populated by the courses on the Course Input page.

    Session

    Enter the course's three character session code.

    A full list of session codes is available on the 'Summer Session Codes' page of this spreadsheet, and on the Registrar's website: Registrar's Session Codes and Curricular Weeks

    Four week sessions:
    ZDD: 5/22/23 - 6/18/23
    DDD: 6/19/23 - 7/16/23
    HDD: 7/17/23 - 8/13/23

    General eight week session:
    DHH: 6/19/23 - 8/13/23

    Funding

    Default funding = Summer Sessions. Funding string = 131-2 A48##93.

    If selecting 'Other' add details to the 'Notes' page.

    Name & Title

    Add instructor name & title if known.

    Target Salary

    This field is used for instructor salaries that are not based on a 9-month salary (e.g., 12-month, hourly). List the total estimated salary for this instructor, and add details to the 'Notes' page.

    Departments should use the ‘FLOAT ’ tool (available on OHR's Payroll Toolkit) or consult with Amanda Mahr for help with salary calculations.

    Salary w/ 20% Fringe

    This field is the Salary column plus a 20% fringe estimate. This value is used for the Financial Summary page.The final cost will be based on actual fringes.

    6) Readers

    Readers
    Field Description
    Course

    This is a drop down column and is populated by the courses on the Course Input page.

    Funding

    Default funding = Summer Sessions. Funding string = 131-2 A48##93.

    If selecting 'Other' add details to the 'Notes' page.

    # of Hours

    Estimate the number of reader hours needed for the course.

    Cost

    The cost is the number of hours multiplied by $22.22 per hour.

    Cost w/ 5% Fringe

    This field is the Cost column plus a 5% fringe estimate. This value is used for the Financial Summary page. The final cost will be based on actual fringes.

      7) Student Help

      Student hourly assistance is provided through summer term funding only when it is directly connected to summer term course instruction. Add details as needed in the 'Notes' worksheet.

      Student Help
      Field Description
      Course

      This is a drop down column and is populated by the courses on the Course Input page.

      Funding

      Default funding = Summer Sessions. Funding string = 131-2 A48##93.

      If selecting 'Other' add details to the 'Notes' page.

      Cost

      Provide an overall estimate of the amount of student hourly salary for this course.

      Cost w/ 5% Fringe

      This field is the Cost column plus a 5% fringe estimate. This value is used for the Financial Summary page. The final cost will be based on actual fringes.

      8) 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).

      Supplies & Expenses
      Field Description
      Course This is a drop down column and is populated by the courses on the 'Course Input' page.
      Funding

      Default funding = Summer Sessions. Funding string = 131-2 A48##93.

      If selecting 'Other' add details to the 'Notes' page.

      Explanation

      Provide a brief descriptor of the expense. If more room is needed, please add the information to the 'Notes' page.

      Cost

      Provide an overall estimate of the cost.

      Financial Summary

      The entire Financial Summary sheet is automatically populated based on information from the Course Input and Appt & Expense Input sheets. No information is entered directly on this sheet.

      This page contains 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.

      The the surplus estimate is based on the following formula:

      • $300 * estimated paid credits minus estimated instructional costs

      It is important to recognize that the department surplus shown on the Financial Summary is merely an estimate. The department’s actual surplus will depend on actual (not estimated) paid credits, and actual (not estimated) paid costs.

      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
      Field Description
      Estimated Costs to Summer Sessions

      This column sums the estimated costs for each course, as listed on the Appt & Expense Input page. This field only sums costs where funding equals 'Summer Sessions'.

      Estimated Revenue

      'Estimated Paid Credits' figure multiplied by $300.

      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 300.

      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'

      Summer Budget Approvals & Changes

      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 (11/18/22). Please note that this deadline is earlier than in past years. Departments should enter their summer courses into SIS ahead of receiving the formal approval from L&S. 

      After the initial approval, any additions or changes should be communicated via the Instructional Staffing Request form (instructions). Questions may be sent to Amanda Mahr.

      Primary Contacts for L&S Administration

      • Amanda Mahr, Instructional Planning Coordinator
      • Cathy Yu, Teaching & Learning Administrative Assistant
      • Jennifer Klippel, Associate Dean for Innovation and Strategic Budgeting

      See Also:




      Keywords:eight-week, four-week, summer budget, summer session, summer sessions, 131, summer budget model, summer proposal, department planning spreadsheet, summer term budget proposal, expense details, financial report   Doc ID:85475
      Owner:Amanda M.Group:L&S KB
      Created:2018-09-06 09:16 CSTUpdated:2022-11-16 09:19 CST
      Sites:L&S KB
      CleanURL:https://kb.wisc.edu/ls-summer-budget-proposals
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