(PLEASE USE RED BALL POINT PEN)

TO BE COMPLETED AND RETURNED TO BUDGET OFFICE BY MAY 8, 1991

1. General Instructions
   1. The enclosed 1991-92 three-part Employee Budget Turnaround Forms are to be used for your 1991-92 salary recommendations for continuing bargaining unit faculty, professional and salaried staff, department chairpersons and part-time faculty who were on active employment status, sabbatical, or leave of absence as of March 31, 1991. Post-doctoral fellows have been included on the Employee Budget Turnaround Forms, but have not been included in the merit pools. If they are to be continued for 1991-92 their funding must be filled in and a source of funds must be indicated for any salary increases. If they are not to be continued for 1991-92 they should be crossed off the sheets and a termination PAF processed.
   2. Please add appropriate notes in the comments section pertaining to released time, sabbaticals, named professorships and promotions.
   3. Employees on terminal contracts are not listed on the turnaround sheets. If these employees are not to be terminated, they should be reappointed on a PAF. A list of employees of terminal contracts will be provided with information regarding salary increases for these individuals.
   4. Professionals on temporary contracts hired after April 1, 1991 must be reappointed on PAF. Professionals on continuing contracts will be appointed by the Appointments Processing Office.
   5. Calendar year employees do not receive increases at this time. They are not included in the Employee Budget Turnaround Forms, but will have their account code distributions extended for the period July 1, 1991 to December 31, 1991 by the Appointments Processing Office.
   6. In completing these forms the following guidelines and procedures should be communicated to unit administrators:
      1. A reduced size copy of the turnaround sheets is included in each unit's package of forms to be used as a worksheet. After all data has been entered on the official three-part computer paper forms the worksheet copy is to be retained in the unit or destroyed.
      2. Turnaround Forms are not to be cut up and are to be returned to the Budget Office intact.
      3. Remember you are writing through an original and multiple copies so it will be necessary to use a (red) ball point pen with sufficient pressure
      4. If errors are made, they must be corrected on all copies as well as on the original.
      5. Employees who have transferred to other departments, but still appear on their old department Employee Budget Turnaround Forms should remain part of the old department's merit pool and will receive their merit increase from their old department. The old department will discuss the merit increase with the new department and obtain the correct account code information for payment from the new department.
      6. Written justification must be attached to the Employee Budget Turnaround Form for any merit increase recommendation as follows:

                     Professional and Salaried Staff and
                     Part-Time Faculty - below 2.5% or above 7.5%
                     Full-Time Faculty - below 0.5% or above 4.0%
                     

   7. There is an original and two copies of each set of these forms. After the 1991-92 salary distributions are entered and totaled, you should retain the last copy of each set and forward the original and one copy (with carbon between sheets) to the appropriate Vice President, Dean or Director's office according to his/her timing schedule. After review, he/she should retain the second carbon copy and forward the original to the Budget Office no later than May 8, 1991. The distributions and funding will then be reviewed and, after processing, your Dean, Director or Vice President will be notified by memorandum.
2. Vacant Position Report
   1. A listing of vacant positions (for Basic and Self-Supporting accounts) in the Budget File has been included for your information. This list shows by personnel class (object code) and specific line number those positions which were not occupied as of the time the file was created. Shown for each line is the position title, % time (FTE), and the Permanent Annual Budget for that line. Line numbers followed by S (such as 211-104S) indicates State funding and are reflected in the account codes as 1-3. Please disregard any balances in -999 lines. These will be handled by the Budget Office.
   2. Because Graduate Assistants, Graduate Fellows, etc., are not considered as "employees" of the University, they are not considered as continuing from one year to the next. Therefore, all permanent graduate student lines are shown as vacant positions, at the 1990-91 average (weighted) stipend levels. As part of the 1991-92 budget process, the average tuition amount budgeted for these positions will be increased to reflect the estimated average (weighted) new tuition levels for 1991-92. These lines will be increased by the Budget Office.
   3. Please be aware that, because the Employee Budget Turnaround Forms were generated from the Personnel File and the Vacant Position List was generated from the Budget File, there may be minor differences in total positions. If you have any questions regarding any differences, please contact the Budget Office.
   4. You are requested to make any applicable notations regarding use of these funds for funding changes for individuals on your Employee Budget Turnaround Forms, and if possible, to indicate the names and social security numbers of any known new employees hired after March 31, 1991.
   The Vacant Position Report is to be returned to the Budget Office with your completed Employee Budget Turnaround Forms by May 8, 1991.

3. Temporary Line Item Positions
   1. All temporary employees funded from temporary funding sources are to be charged to a "5XX line" within his or her appropriate personnel class in the department's operating budget.
   2. If you have any temporary (full-time or part-time) employees, who are funded from temporary funding sources and who are reflected on your Employee Budget Turnaround Form in permanent sequence line number (100-299 for Faculty) they are to be put on -5XX lines for 1991-92. Please contact the Budget Office for assignment of specific line numbers. The specific temporary source of funds is to be included in the COMMENTS section of the Turnaround Form.
4. Allocation of Merit Increase Funds

   THE MERIT POOLS ARE TO BE DISTRIBUTED STRICTLY ON THE BASIS OF MERIT, RELATED TO THE PERFORMANCE EVALUATION.

   There is a 2% merit pool for bargaining unit faculty (personnel class 211), and an across-the-board increase of 3%. The merit pool for all others is 5%.

   In distribution of the recommended merit increases to actual account codes, you must maintain the present overall ratio between hard and soft funding as shown in the individual's existing account code distribution. The only exception will be in those codes where an employee's current distribution reflects released time contract and grant coding rather than his or her permanent funding source. In this case, the released time may remain on the Turnaround Form, but the employee's permanent funding line and the fact that they are currently on released time should be indicated in the COMMENTS section to insure that their permanent funding sources are increased appropriately.

   Distribution of merit increase funds must stay within the general personnel class for which it is allocated within the appropriate merit pool.

   Employees who have negotiated or predetermined salaries for 1991-92 should be removed from the merit pool as they are ineligible for merit increases. In the COMMENTS section the source of funds for any increase should be indicated for these individuals.

   Merit pool funds for individuals on leave without pay or on inactive status who will not be returning as of 7/1/91 (or 9/1/91 if applicable) and who are not given an increase, may not be spread among other employees and should be reduced from the appropriate merit pool.

   The Merit pool has been calculated for individuals employed by the University before 4/1/91. Merit pool funds for individuals who will not be employed by the University as of 7/1/91 may not be spread among other employees and must be removed from the pool. If an individual is terminating shortly after the beginning of their contract, you are permitted to give them a merit increase, if you so desire.

5. Merit Increase Guidelines
   1. Bargaining Unit Faculty (211) Increase

      The recommended 1991-92 salary merit increases are to recognize performance for continuing employees on active employment status prior to April 1, 1991. Merit increase funds have been allocated on an annual rate basis and are to be awarded on an annual rate basis. The actual amount received will vary according to whether the employee is full or part-time, and whether the employee is employed for the full 12-months each year or has a shorter appointment period. The salary base to be used is the employee's annual rate as shown on the turnaround forms which reflect his/her status as of 4/10/91. Enter any promotions, etc., which have taken place that are not reflected on these forms.

      Individuals who will not be faculty on the last day of the current contract period and on the first day of the new contract period should be added to the 5% merit pool.

      For individuals who were promoted, the following promotional increments should be placed in the promotional increment block on the sheets.

              Promotions to        Academic Year   Fiscal Year
              Assistant Professor      $1,850         $2,300
              Associate Professor       2,500          3,000
              Professor                 3,100          3,800
              

      The 3% across-the-board increase for each bargaining unit faculty member has been calculated and entered on the forms along with a structural adjustment for all faculty members. If the across-the-board increase of 3%, plus merit increase allocation of 2% and the structural adjustment do not bring all faculty members up to the 1991-92 minimums as stated below, additional funds will be allocated and added to the across-the-board increase amount already entered on the forms. Departments should contact the Budget Office if they have any questions regarding these amounts.

      MINIMUM SALARY LEVELS

                                     Academic Year       Fiscal Year
      
               Instructor/Lecturer     $20,100              $24,600
               Assistant Professor      27,600               33,600
               Associate Professor      35,100               42,800
               Professor                43,000               52,800
               

   2. Professional and Salaried Staff Increases

      The recommended 1991-92 salary merit increases are to recognize performance for continuing employees on active employment status prior to April 1, 1991. Merit increase funds have been allocated on an annual rate basis and are to be awarded on an annual rate basis. The actual amount received will vary according to whether the employee is full or part-time, and whether the employee is employed for the full 12-months each year or has a shorter appointment period. The salary base to be used is the employee's annual rate as shown on the turnaround forms which reflect his/her status as of 4/10/91. Enter any promotions, reclassifications, etc., which have taken place that are not reflected on these forms.

      Structural adjustments for faculty are preprinted on the Employee Budget Turnaround Forms, but for Deans, Acting Deans, Associate Deans, Chairs, Acting Chairs, Associate Chairs and Assistant Chairs the structural adjustment must be placed on the sheets by the department. These amounts will be determined based on academic rank as follows:

                                      Academic Year    Fiscal Year
              Instructor/Lecturer        $405            $  495
              Assistant Professor         520               640
              Associate Professor         650               790
              Professor                   915             1,110
              

      If an individual's annual rate changes between the submission of these forms and 6/30/91, the merit percentage given will be applied to the new annual rate.

      If the annual rate changes effective 7/1 or later, the merit percentage will be applied to the old annual rate.

   3. Merit Increases - General Instructions

      To assist unit administrators in processing Employee Budget Turnaround Forms, some information is preprinted on the forms.

      1. Full-time (100%) Professionals (202) and Salaried Staff (230) on Active Status with 12-month Academic or Fiscal contract and paid from one (1) account code.

         Entries will automatically be made on the forms to enter the appropriate new Effective Date, account code and appropriate payment dates for 1991-92. The unit administrator must enter the appropriate new Contract End Date for all professionals (6/30/91 for fiscal year and 8/31/91 for academic year unless they are terminating prior to those dates). The Contract End Date is to be left blank for all salaried staff.

      2. Bargaining Unit Faculty (211) on Active Status with Continuing Contract terms and 9 or 12-month Academic or Fiscal contracts and paid from one (1) account code.

         Entries will automatically be made on the forms to enter the appropriate new Effective Date, account code, and appropriate payment dates for 1991-92.

         The unit administrators must enter the appropriate new Contract End Date for all non-tenured bargaining unit faculty. No end date should be entered for tenured faculty.

      3. Employees who were previously shown as 100% time, but worked less than 12 months are now being shown as part-time and are on the Employee Budget Turnaround Forms in the appropriate part-time personnel class. For these individuals the funding lines must be changed to part-time as well. The Budget Office should be contacted to obtain the appropriate line number.

         For all other personnel not meeting the above criteria, unit administrators must complete the account code distributions on the right-hand side of the turnaround sheet and provide the amounts to be paid from each code and appropriate payment dates. Only the new Effective Date has been entered so you will have to complete the remainder of the information required. Included in this group are those paid from more than one account code; those with Administrative and/or Summer Supplements; and those working on less than a full-time (100%) basis.

   4. Specific
      1. Determine individual's merit increase and enter amount and % in the space provided under (3) MERIT INCR.
      2. If applicable, enter the appropriate promotional increment in the space provided under (5).
      3. Determine the Individual's New Annual Rate (6) by adding the Current Annual Rate (1), plus (2) the Automatic Increase (bargaining unit faculty only), plus Merit Increase (3), plus (4) Other Adjust (structural adjustment if applicable) and Promotional Increase (5) if applicable and enter sum in (6) New Annual Rate.
      4. Administrative supplements for only Deans and Department Chairpersons will receive the same percentage of increase as the base salaries. However, the increase on the administrative supplements will be added to the base salary. Acting Deans and Acting Chairs do not receive increases on their administrative supplements.

         Example: A Dean receives a base salary of $40,000 and an administrative supplement of $2,000. Assuming the percent increase for the Dean is 5%, the total increase would be $2,100 ($42,000 x 5%). 5% of the $40,000 ($2,000) should be written in the Merit Increase box and 5% of the $2,000 ($100) should be entered in the Other Adjustments box for a total new annual salary of $42,100. The administrative supplement will remain constant at $2,000.

      5. Enter the individual's new Contract End Date (only if there is a change from the date shown on the form) by entering the new date in the space provided. In the case of faculty with tenure this will appear as a blank field which needs no change.
      6. Line out and update any changes to the Contract Type; Employment Status; Contract Terms; or % Time field if appropriate. DO NOT REWRITE INFORMATION THAT IS ALREADY CORRECT.
      7. Enter the individual's new (1991-92) account code distribution in the spaces provided, keeping in mind the requirement to have temporary funding sources for Basic (1-1, 1-3) and Self-Supporting (2-1) sources on "-5XX lines" and the necessity to maintain the present overall ratio between hard and soft funding.
      8. Enter the dates over which the individual is to be paid from each code if this has not been automatically entered on the form (or if a change is necessary). This normally will be the twelve-month appointment period (07/01/91-06/30/92 or 09/01/91-08/31/92). Enter the actual amount of his/her annual rate to be paid from the code. The sum of these amounts should equal the individual's new annual rate plus any Administrative or Summer Supplements.
      9. Please include all comments relative to the individual in the COMMENTS section. This would include named professorships, terms of employment if non-standard, sabbaticals (including dates covered and salary to be received), leave without pay, released time, etc., and comments regarding terminating persons. You should also include all comments regarding source of funds for temporarily funded positions ("-5XX line").