Please follow these instructions when preparing Summer Budget requests. Detailed instructions for
creating and submitting the *DEFINE electronic summer budget recommendation form (command BDS) can be accessed through the WWW at
http://www.utexas.edu/business/budget/news/1998-1999/bds.html. Budget requests should be finalized and submitted to the Budget Office by May 7, 1999. If you have questions concerning Summer Budget procedures, please call the Budget Office (471-3727).
I. Appointment Dates
The 1999 Summer Session will consist of two six-week terms (June 3 to July 7 and July 12 to August 13), a nine-week term (June 3 to July 27) and a twelve-week term (June 3 to August 13). However, the 1999 Summer Session Budget will reflect the following Payroll appointment periods:
First Six-Week Term:
June 1 - July 15
Second Six-Week Term:
July 16 - August 31
Nine-Week Term:
June 1 - July 31
Twelve-Week Term:
June 1 - August 31
For salary payment dates, please refer to Policy Memorandum
3.117.
All summer appointments are subject to the approval of the Provost.
II. Summer Teaching Loads
Faculty members are normally permitted only one summer term assignment, i.e., one course in any of the terms. Chairs must secure specific advance approval from their Dean prior to assigning individuals to teach two courses. A faculty member may be assigned two courses in the 12-week term or one course in both 6-week terms only after it has been determined that every faculty member qualified to teach a scheduled Summer Session course has been considered for assignment, and no other qualified instructor is available. Two courses may not be assigned in a single 6-week term. For all other combinations of teaching two courses, the department chair must (1) identify the courses (by number) to be offered, (2) provide specific reasons why each course needs to be offered, (3) indicate the student enrollment in each course for the last Summer Session the course was offered, and (4) provide a projected enrollment for each course for the 1999 Summer Session. For these latter cases, the Dean must approve the request and forward a copy to the Provost's Office.
III. Faculty Compensation
Individual faculty compensation for summer session teaching must be calculated on a per course basis. This stipend normally will be equal to one-sixth of a faculty member's 1998-99 long session academic rate (see the following section on Summer Session Cap) for each organized course of 3 or more credit hours. Whether the course is of 6, 9, or 12 weeks duration does not affect an individual's summer session teaching compensation. The percent time appointment that this stipend represents will be determined as described below.
Summer Session Cap: Each individual faculty member may receive up to $9,000 maximum per course based on the long session academic rate for summer session teaching unless prior approval of an exception to the salary cap policy has been given by the Provost's Office. (Please refer to the Executive Vice President and Provost's memo dated 1/15/99 regarding the Summer Session cap.)
Summer Session Appointment - Percent Time Calculation: Summer session appointments are based on the individual's total nine-month budgeted compensation; the total compensation is equal to the long session academic rate plus any approved salary supplement. This total compensation base shall be used to determine the percent time for all summer session appointments. Thus an individual will be appointed less than full time from summer session instructional funds if the individual has an approved salary supplement and/or if the individual's stipend exceeds the $9,000 (or other approved) cap. (See the examples described below.) When an individual is appointed for less than full time from summer session instructional funds, the difference may be paid from Current Restricted Funds or other non-E&G Funds.
Examples: One-course assignment, six-week appointment period
A.
Academic Rate:
$30,000
Supplement:
2,000
Total compensation:
$32,000
Instructional stipend:
1/6 X $30,000 = $5,000
Percent time appointed from
instructional funds:
$5,000 / (1/6 x $32,000) = 93.75%
Percent time available for
appointment from other funds:
100% - 93.75% = 6.25%
6-week stipend available from
other funds:
6.25% x (1/6 x $32,000) = $333
B.
Academic Rate:
$72,000
Supplement:
6,000
Total compensation:
$78,000
Instructional stipend:
1/6 X $72,000 = $12,000
Due to cap, stipend set:
$9,000
Percent time appointed from
institutional funds:
$9,000 / (1/6 x $78,000) = 69.23%
Percent time available for
appointment from other funds:
100% - 69.23% = 30.77%
6-week stipend available from
other funds:
30.77% x (1/6 x $78,000) = $4,000
C.
Academic Rate:
$70,000
No supplement
Total compensation:
$70,000
Instructional stipend:
1/6 X $70,000 = $11,667
Due to cap, stipend set:
$9,000
Percent time appointed from
instructional funds:
$9,000 / (1/6 x $70,000) = 77.14%
Percent time available for
appointment from other funds:
100% - 77.14% = 22.86%
6-week stipend available from
other funds:
22.86% x (1/6 x $70,000) = $2,667
Agreed Upon Stipends: Special agreed upon stipends are not permitted. Compensation must be in accord with the provisions of these instructions.
Modified Service: Faculty members on modified service or a phased retirement contract should not be scheduled to teach during the summer session. Any exception to this policy must be approved in advance by the Dean.
IV. Faculty Appointments
Prior Approval Requests (PARs) for faculty appointed to the summer session budget are not required if the individual to be appointed held a faculty appointment during the current long session or if the faculty member appeared on the appointing unit's Roster. However, PARs are required for all new faculty appointments. Unless the necessary PARs for new faculty members are received in the Budget Office by the time budgets are processed, the names of the individuals involved will be removed from the budget and the appropriate Dean will be notified. A line item will appear in the budget with a stipend, but as a blank line. The department must then process these faculty appointments individually after the summer budget has been approved.
V. Assistant Instructors and Teaching Assistants
Funds for Assistant Instructors (AIs) and Teaching Assistants (TAs) should be budgeted as a lump sum. Selection and appointment procedures for both AIs and TAs are specified in Sections 8.01 and 8.03 of the Handbook of Operating Procedures. Compensation of AIs and TAs should be in accord with schedules given in Policy Memoranda 8.101 and 8.106, respectively.
NOTE: AI and TA appointments should be for the period corresponding to the official schedule of the course for which the individuals are to assist. Appointments should indicate the percent time in accordance with the number of hours per week required for the individual's service in laboratory, discussion, or review (LDR) sections. Forty hours per week is considered 100% time. For example, a TA who is required to assist in LDR sections 10 hours per week would be appointed 25% time.
AI and TA stipends should be calculated according to the following formula:
Summer Stipend = (% time appointment) x (9-month base
rate)
x (salary fraction per session)
Therefore, a TA holding a 24 hour/week appointment (i.e., 24 / 40 = 60% time) for a six-week session (i.e., one-sixth salary fraction) and whose 9-month FTE base rate is $14,706 would receive (.6) x ($14,706) x (1/6) = $1,471 for a six-week session.
VI. Staff Salaries and Wages
Since funding for Administrative and Professional salaries, Classified Personnel salaries, and Wages accounts has been provided in the 1998-99 budget, and since these individuals are appointed on a 12-month basis, no Administrative and Professional, Classified, or Wages appointments should be included in the Summer Budget
VII. Department Chairs
Department Chairs should be included in the budget and appointed for two months. Compensation for these administrative appointments is based on the individual's long session academic rate and is not subject to any salary cap provision. Transfers will be processed by the Budget Office to fund these Department Chair appointments. The appointment and percent time calculation should be consistent with the faculty compensation instructions in Section III.
Example A:
Academic Rate:
$72,000
Department Chair Stipend
2/9 x $72,000 = $16,000@100% time
Example B:
Academic Rate:
$72,000
Supplement:
8,000
Total compensation:
$80,000
Department Chair stipend:
2/9 x $72,000 = $16,000
Percent time appointed
as Department Chair:
$16,000 / (2/9 x $80,000) = 90%
Percent time available for
appointment from other funds:
100% -90% = 10%
The appointment of a Department Chair who also will teach a course during the 1999 Summer Session should be included in the instructional program budget submission, and the compensation should be calculated just like that of other faculty members. The instructional appointment should be for a period of 1.0 month. This appointment is subject to a $6,000 cap (4/6 of $9,000 course cap) unless an exception to the salary cap policy for the respective department has been approved by the Provost's Office. The stipend for this appointment must be funded from the instructional budget allocation the department receives from the Dean. This one-month appointment must be the month not included as part of the two-month Chair appointment.
Example C:
Academic Rate:
$81,000
Instructional Stipend:
1/9 x $81,000 = $9,000
Due to cap, stipend set:
$6,000
Percent time appointed
from instructional funds:
$6,000 / (1/9 x $81,000) = 66.67%
Percent time available for
appointment from other funds:
100% -66.67% = 33.33%
VIII. Instructions for preparing Electronic Budget Forms
Summer Session electronic budget recommendation forms should be updated by using the *DEFINE, BDS command. This form is similar to the electronic budget recommendation form (BDL) used to prepare the long session budget.
Detailed instructions for using the *DEFINE electronic document are available on the WWW at http://www.utexas.edu/business/budget/news/1998-1999/bds.html. A summer budget rate list with 1/6 and 1/3 academic rate calculations is available through the Budget Office. As indicated earlier, if you have questions concerning these instructions, please call the Budget Office (471-3727).
