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Entering a Faculty Sabbatical in HRS

Overview

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). Changes are made to Position and Job Data. No absence entry is required.

Process Considerations:

Full Academic Year Sabbatical

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 update 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 the position flows through to Job Data to reflect the change. The compensation is then calculated using the reduced FTE. If a Faculty member is on a Full Academic Year Sabbatical and secures a buy out from an outside source for the 35% reduction, we should record the sabbatical on the Job Data pages. If the buy out is between 1% to <35%, then entry is needed in Position info.
The profile management page is also used to record the sabbatical.
After the FTE is reduced you will create an Additional Pay (Add'l Pay) for both hours and pay (Code USB): This will not add additional Gross Pay but will add to WRS, WRH, and VLR accumulators for the extent of the Sabbatical period. This will make the employee whole for WRS and Absence accruals. Fringe costs on the Add'l Pay Earnings code will be charged to the appropriate funding sources and BAC (Benefit Adjustment Contribution) will be deducted from earnings if appropriate.

One Semester Sabbatical

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, a Job Data row will be added. Action reason “Paid Leave of Absence” for “Faculty Sabbatical”. The profile management page is also used to track the semester leave. You will not need to enter this in position management.
Funding may be updated to reflect any changes as a result of the sabbatical.

You may click on the links below to navigate directly to a section:

Placing Faculty on a FULL Academic Year Sabbatical

Job Data and Position

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.

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%).

If there is a buyout of between 1% to <35%, this calculation will be different.
If the buyout is the full 35%, there is no change to position info, record the LOA on Job Data.

12. Click Save

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 ID# or Name.

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.

To the top

Create Additional Pay

This will make the employee whole for WRS and Absence accruals.

1. Navigate to: Payroll for North America> Employee>Pay Data USA> Workflow Addl Pay Create

2. Click the Add a New Value tab

3. Enter Empl ID, Empl Record, Earnings Code and Effective Date

4. Click Add

5. 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 80 hours for full two weeks.

For example, if the employee is paid 65% while on sabbatical, the Additional Pay should be 80 hours x 35% = 28 hours, and their salary x 35%.

If there is a buyout, this calculation will be different.

Note: USB entries for the partial biweekly pay periods at the beginning and end of semesters should be separate additional pay entries because the calculation of the hours and dollars amounts will be different than in a full biweekly pay period. For partial period entries, the hours and dollars amounts can be calculated by multiplying the prorated biweekly salary and hours amount the employee will receive in that partial period by 35%.

6. After all necessary fields are filled, click Submit.

Note: OK to Pay must be checked or the addl pay will not process. Also make sure the ‘First’, ‘Second’ and ‘Third’ pay period check boxes are all checked.