College of Arts and Sciences at Stony Brook University

Funds

Supplemental Instructional Budget
TA/GA Funding
Faculty Startup and Commitment Funds
IFR Allocation Process
Summer Sessions Incentive Plan

Supplemental Instructional Budget:

The coversheet is the official record of the approved supplemental instructional budget (often referred to as the adjunct budget).

No appointments can be made for courses or purposes that are not identified on the coversheet. The budget is created in early spring prior to the new fiscal year. Working with the department representatives, the Dean´s Office Curriculum staff approves the course needs. Only with prior approval may an adjustment be made.

The Dean´s Office budget staff maintains this record to insure that the SIB budget does not exceed projection and for reconciliation to the general budget.

Section A

Represents the Dean´s funding of the actual SIB budget.

Other related information is listed in additional sections:

Section B

Lists approval to access funds made available by salary reduction in the department base budget. The Dean must pre-approve the use of these funds.

Section C

Is a cross reference to other funds. Listed here would be expenses charged to SPD, IFR, Honors College, etc. Please forward approval from the Honors College prior to submitting the paperwork.

TA/GA Funding:

Voucher Basics

Every appointment funded by a Grad School line sent to the Dean´s office must have an assigned voucher attached.
Appointments funded by the department budget for a specific purpose, an IFR, or the SIB (adjunct) budget, do not require vouchers. However, the source of funding must be noted in the margin on the bottom of the appointment form.
A department using its own vouchers will complete all sections of the voucher, sign it, paperclip it to the completed appointment paperwork, and send it to the Dean's Office.
Departments providing a voucher to another department will complete all sections of the voucher, sign the voucher, and then give it to the appointing department so that it can be attached to the appointment papers. Since the voucher remains in the Dean´s Office, please do not staple the voucher to the appointment form. A paper clip is much appreciated!! Feel free to staple the backup payroll forms securely to the appointment form if you wish.
On the appointment form enter the account # for the department that owns and is funded for the line, not the department that provided the voucher (if different).
Each voucher represents one full time TA work assignment for a full year.
Vouchers can be split into halves, or quarters etc. Copy the form, and add "a", "b", "c" etc. to the voucher number. For example, a 1.0 FTE split between two students would be submitted as "1a" and "1b". Each part could be for .5 FTE, or it could be split .25/.75, or any other way so long as the total for that voucher number is 1.0.

Voucher Examples

Example 1, more TA lines than vouchers:

Department A has 20 TA lines (budget =20 x $11,655 = $233,100) and 15 vouchers.

Department A can send in 15 appointments with vouchers attached right away as these have vouchers (work assignments) in Department A.

The department can only send in the appointments for the other 5 when vouchers have been obtained from another department. The appointments should be sent to the Dean´s office with the other department´s vouchers attached.

Example 2, more vouchers than TA lines:

Department B has no TA lines (budget = $0), but 2 vouchers.

The department will not appoint any TAs. Other departments will be appointing the TAs who will use Department B´s vouchers. Those TAs will then be assigned to Department B to work.

Examples of FTE to enter on voucher	Dollar equivalent
Full TA line for full year = 1.0	$11,655
Full TA for one semester only = .5	$5,828
Half TA for full year = .5	$5,828
Half TA line for one semester only = .25	$2,914
Quarter TA for full year = .25	$2,914
Quarter TA for one semester only = .125	$1,457

Suggestions, Advice, And Rules

Only Grad School funded TAGA appointments must have a voucher. For all other TA appointments, an explanation must be noted in the bottom margin of the appointment form that clarifies why no voucher is attached.
If SIB (adjunct) funds are being used, it should be noted on the appointment form in the bottom that the appointment is funded by adjunct funds. An adjunct budget cover sheet should also be included with a clear notation of the course being covered.
No voucher is required if a special agreement with the Dean exists and the appointment is not from a Grad School allocated line. For instance, a temporary hiring for a special project or part of a chair´s agreement. Documentation must be provided.
Unused vouchers should be returned to the Dean.
Backstop lines come with vouchers. If your initial allocation is increased by the Grad School for recruitment needs, you will also be allocated a voucher to match. Please make a copy of an existing voucher and use the next number in sequence.
When an appointment is funded by more than one account number, you must show the percentages to be charged to each account as no more than two decimals. Please round up to the nearest dollar. The percentages should equal 100%. See pg. 4 for help on calculating percentages.
If you are adding a supplement or hiring a TA who works in another area, both departments must sign the voucher before it is sent to the Dean´s office. Combined salary should be shown in the stipend box. Both accounts number must be shown and percentages calculated. Please review Item #5 of the Rules of Graduate Support concerning the pro-rating of distribution of supplement payments.

Calculating Percentages:

Note: Please use the Round Up Rule! If the third decimal is 5 or higher, round up. Percentage total can not be more than 100%.

Sample 1

Dept A has made a three quarter line appointment remaining from their Dean´s allocation. Dept B would like to offer a quarter appointment. The total stipend is $11,655.

8741	from Dept A´s state account, distribution %= 75% (8741/11655)
2914	from Dept B´s state account, distribution %= 25% (2914/11,655)
11,655	total stipend

Remember that a voucher with an FTE value of .50 matching the half line state appointment is required.

Sample 2

Dept A has only a half line appointment remaining from their Dean´s allocation. They wish to offer an additional half line funded by their IFR. The total stipend is $11,655.

5827.50	from state account equals 50% (11,655 times .50)
5827.50	from IFR equals 50%
11,655	total stipend

Remember that a voucher with an FTE value of .50 matching the half line state appointment is required.

Faculty Startup and Commitment Funds:

Startup and commitment funds are held centrally in the Dean´s Office. We do our best to make these funds easily accessible for you

Please work with your department administrative assistant to complete the appropriate paperwork Should you have questions about which form to use or how to complete the form, please contact the Procurement Office at 2-6006.

Once you have completed the paperwork, attach any quotes or other pertinent information, and send it to Tracey Braile in the CAS Dean´s Office.

Your paperwork will be recorded on your individual record of expenses, approved, and forwarded to the appropriate central office within 24 hours.

For the most part, startup and commitment funds are research funds. The one exception is relocation expenses. If you are a state employee, relocation reimbursement must be paid from state funds.

IFR Accounting: Allocation Process

In April a new year IFR Allocation Worksheet must be submitted to the Dean´s Office.

The worksheet will be sent to you via Notes in Excel format. Assistance is available if needed.

The budget staff has a very short window of opportunity to post your request to the Campus Budget Module. It is very important that the deadline for submission to the Dean´s Office is met.

Please remember to include the required list of names and salaries grouped by PSR and PST. Names are not required for TAGAs.

Where a fee is charged, please provide the latest approved or proposed rate schedule. Likewise, if a formal contractual agreement exists, please include a copy.

In conjunction with the President´s IFR deficit reduction policy, no IFR account may end the fiscal year with a negative balance.

Summer Sessions Incentive Plan:

INTRODUCTION

The Summer Sessions Advisory Board Incentive Plan subcommittee was asked to evaluate the effectiveness of the existing summer incentive program and recommend changes as necessary to achieve the following goals:

Expand summer course offerings/enrollments to increase revenue to the campus
Redistribute revenue to support departmental effort
Provide a necessary supplement to academic year course offerings without reducing existing academic year enrollments
Provide a venue to explore new course offerings, alternative methods of course delivery, and development of innovative teaching and learning methods.

Particular emphasis was placed not only on treating the departments and deans equitably, but also creating incentives for the deans and departments to work together with Summer Sessions toward the goals.

Incentive Formula:

Increase in the base return to $1,300 per credit
$100 per undergraduate enrolled over 30; $150 per graduate enrolled over 20 (No revisions)
Split base:
75% Departments
25% Deans
Split enrollment incentive:
75% Departments
25% Deans
Charge all instructional costs to departments
No revision of extraordinary costs policy
No revisions of low enrollment course adjustment (graduate courses with less than 10 students and undergraduate courses with less than 15 students, only instructor costs are reimbursed)

Impact:

Incentive exists for Deans and departments to work together to mutual benefit
College of Arts & Sciences (CAS) Dean initially sees small cut which is recovered if unmet demand addressed (about 1,600 enrollment increase, mix of undergraduates and graduates)
Provost initially sees cut which is recovered if unmet demand addressed
College of Engineering and Applied Sciences (CEAS) Dean sees no impact since entire return is currently given to departments
All other schools/centers do well since Dean = Dept and any increase to base translates to an increase in return
Keeping instructional costs 100% in the department and increasing base to $1,300 per credit allows the salary negotiation to be conducted entirely within the department.