Finance & Administration

Leaves of Absence for Regular Rank Faculty

Overview

This article will provide payroll and dFac instructions and guidelines to departments who have faculty on an approved leave of absence.

Policy

Please see the following sites for information governing leaves of absence policies and procedures:

Procedures

The following procedures apply after the leave of absence has been approved. It is vital that departments provide funding information to the Office of Finance and Administration as soon as they have the information in hand. Be proactive. Retro-active changes can create a variety of different challenges that are difficult to reverse and correct. If there is any additional funding from grants, non-Duke sources or fellowships, the departmental staff should communicate the necessary information (e.g. codes, period of time, monthly salary amount) to the Office of Finance and Administration as soon as possible.

dFac

After a faculty member’s leave of absence request has been approved, a dFac form must be initiated. The form is completed within the Faculty Affairs Office and is routed to the Office of Finance and Administration and the Provost Office for approval.

The dFac Form does not have any impact on a faculty members pay.  It updates the faculty member’s leaves of absence history in dFac and on the dFac Faculty Data Sheet.  The information on the dFac form can also be found in SAP on the Faculty APT tab, Leave (Infotype  9070).

Payroll Leave of Absence Form

There are several possible leave of absences and all require the submission of a Payroll Leave of Absence Form. The Payroll Leave of Absence Form is not an iForm. The form is currently still a paper form. It is completed in the Office of Finance and Administration and submitted to Corporate Payroll Services.

Process for Different Leaves of Absence

Leaves of Absence with Full Pay

A Payroll Leave of Absence Form is completed in the Office of Finance and Administration. There isn’t any adjustment in pay. The form is used to update SAP (see the Master Data tab, Actions (Infotype 0000) and the iForm Employee Data Sheet.

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Leaves of Absence Without Pay

A Payroll Leave of Absence Form is completed in the Office of Finance and Administration.  A Rate and Schedule Change iForm is not needed.  A faculty member’s status will change from ‘Active’ to ‘Inactive’ in the payroll system.  As a result, the faculty member will not receive any remuneration. This includes supplemental pay.

Important: Notify the Office of Finance and Administration immediately if a faculty member is on leave without pay from Duke, but has non-Duke funding that they will receive through Duke. 

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Leaves of Absence Without Pay, but with Non-Duke Funding

Notify the Office of Finance and Administration immediately if a faculty member is on leave without pay from Duke, but has non-Duke funding that they will receive through Duke. The department administrator will need to provide:

  1. Code to be charged
  2. Period of time this arrangement will cover
  3. Monthly salary rate to be charged to the code

Fringes on Grant/Non-Duke Funding: Remember that all salary paid through Duke is charged the standard fringe rate. A Payroll Leave of Absence Form is completed in the Office of Finance and Administration, but it is noted that the leave is with pay. 

The Office of Finance and Administration will also initiate a Rate and Schedule Change iForm or update Salary Setting accordingly. A Cost Distribution iForm is also needed. If the code is provided prior to the processing of the July payroll for a change effective July 1, the Office of Finance and Administration will initiate the Cost Distribution iForm Change. Any post budget cost distribution changes must be initiated by the department. (DOWNLOAD:  Cost Distribution Memo (effective July 1, 2009))

Modified Pay Schedules: Modified pay schedules for the fall semester normally cover the months of July through December. The modified pay schedule for the spring semester normally covers the months of January through June and the modified pay schedule for the academic year normally covers the months of July through June.

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Leaves of Absence - Sabbaticals

The Office of Finance and Administration will complete the Leave of Absence form. A faculty member on a sabbatical leave with partial pay during their leave may receive funding from a grant and/or a fellowship and/or from the Dean.  

University Contribution to Retirement: The university contribution to the Faculty and Staff Retirement Plan is no longer based upon the faculty member’s full salary regardless of their pay while on leave. Effective January 1, 2014, Duke will continue to make university contributions to the Faculty and Staff Retirement Plan while the faculty member is on sabbatical leave based on the faculty member’s actual pay received. The university contribution to retirement while on sabbatical is now the same as all other leaves.

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Leaves of Absence - Sabbatical with Funding from a Fellowship

The Office of Finance and Administration will complete the Leave of Absence form, any rate adjustments and the cost distribution change. The department administrator should:

  1. Work closely with the faculty member and the Office of Resource Support (ORS) to:
    1. Obtain an award letter 
    2. Request a code to be charged
    3. Obtain the amount of the fellowship
    4. Determine if the fellowship includes fringes and/or indirect cost
    5. Obtain the start and end date (budget period) of the fellowship
  2. Provide the code, the amount of the fellowship, fringes and indirect cost (if applicable) and the budget period of the fellowship to the Office of Finance and Administration.
  3. Initiate a Cost Distribution iForm if the code is provided after July 1st.
  4. Confirm that the code has been set up and funds have been transferred or deposited at the anticipated start date.

Fringes on Fellowships: Arts & Sciences will make every effort to contribute fringe benefits to fellowships paid through the Duke payroll system. If it is stated, within the letter that the faculty member receives, that Arts & Sciences will pay full benefits on their fellowship, the Office of Finance and Administration will transfer the fringes at the end of each semester as needed.

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Leaves of Absence - Sabbatical with Supplemental Dean's Funding

The Office of Finance and Administration will complete the Leave of Absence form and any rate adjustments.  A faculty member who receives Dean’s funding will have a letter that may mention one of the following phrases – ‘we will top-up your fellowship’ or ‘we will provide a supplement sufficient to keep you at full pay for the period of your leave’ or ‘Arts & Sciences will supplement your fellowship.'

If the top-up or supplement is provided to keep the faculty member at full pay and the fellowship is run through Duke, an adjustment to the faculty member’s base salary is not necessary, but a Cost Distribution iForm is needed. See Leaves of Absence – Sabbatical with Funding from a Fellowship.

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Leave of Absence - Sabbatical at Half Pay with Supplemental Grant Funding

The Office of Finance and Administration will complete the Leave of Absence form and any rate adjustments.  Notify the Office of Finance and Administration immediately if a faculty member is on sabbatical for a year at half pay, but has grant funding that they will receive through Duke. The department administrator will need to provide:

  1. Code to be charged
  2. Period of time this arrangement will cover
  3. Monthly salary rate to be charged to the code

Fringes on Grant/Non-Duke funding:  Remember that all salary paid through Duke is charged the standard fringe rate.

A Cost Distribution iForm is also needed. If the code is provided prior to the processing of the July payroll for a change effective July 1, the Office of Finance and Administration will initiate the Cost Distribution iForm Change. Any post budget cost distribution changes must be initiated by the department. (DOWNLOAD: Cost Distribution Memo (effective July 1, 2009).

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Leaves of Absence - Sabbatical at Half Pay

The Office of Finance and Administration will complete the Leave of Absence form and any rate adjustments.

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