UW Research

Sample Replacement Salary Budget and Workday Implementation Instructions

Dr. Sara Smith received a RRF Scholar award and will not be teaching her regularly scheduled class, Math 124, during spring quarter. The department has hired Dr. Charlie Harris to teach Math 124 for Dr. Sara Smith.

Six weeks before the start of spring quarter, a memo is prepared by the department and is sent to Barbara Thompson, Office of Research, Box 351202; this memo must be signed by the department chair and the dean.

As per this example, the Office of Research will establish a grant cost center with $6,000 in object code 01 (salaries) and $1,494 in 07 (benefits). Dr. Smith, the RRF Scholar, will be paid from this new cost center. The benefit amount is calculated by multiplying the $6000 in salary by .249 (Dr. Smith’s benefit rate). The Office of Research will notify the departmental administrator once a cost center number is established with the appropriate amount of funds.

To implement this example, the department must add a costing allocation in Workday such that $6,000 of Dr. Smith’s salary is paid from the RRF cost center for 3/16/18 – 6/15/18.

The replacement instructor, Dr. Harris, will be paid from the departmental cost center using the funds that are now available since Dr. Smith is being paid partially on her RRF grant.