Reduced Load/Fractional Load Request Form Completion Instructions

1. Purpose and scope

The Reduced Load/Fractional Load Request Form is to be utilized to request a Reduced Load/Fractional Load until retirement, as well as a temporary Reduced Load/Fractional Load as outlined in Policy 59, see section 7.1.  This form is applicable to both Staff and Faculty.

2. Roles and responsibilities

The Applicant:

  • Complete the form accurately according to these instructions.
  • Obtain all required approvals.
  • Sends the original completed document to Human Resources before the start of the Reduced Workload/Fractional Load.

Human Resources 

  • Processes the Reduced Load/Fractional Load Request Form in the HRMS system

  • Provides a confirmation letter regarding the approved request, which confirms the individual’s details regarding the Reduced Load/Fractional Load.

3. Terms and definitions

Term

Definition

Definite Term

A definite-term appointment is an appointment for a contractually limited period of time. (Refer to Policy 76)

Probationary Term

A probationary-term appointment is a regular faculty appointment at the rank of Assistant Professor, Associate Professor or Professor for a contractually limited period of time. (Refer to Policy 76)

Tenured/Continuing

Tenure is a form of continuing appointment granted only to regular faculty members, full or fractional load, in the professorial ranks. A Continuing Lecturer position is an ongoing faculty position at the rank of Lecturer. (Refer to Policy 76)

Employee ID

An individual who has previously worked with UW will have a 6-digit identification number assigned. If the individual is a new employee, leave blank.

4. Instructions

Starting at the top of the form, confirm if the request is for an individual in a staff position or a faculty position.

Enter the Employee ID (if known).

Complete the Employee Information Section:

  • Complete the Given Name, Initial, and Surname (family name).
  • Complete the Department name.
  • Complete the Position title, number if applicable, or rank.

  • Ensure you complete all the employee information.

    • Employee ID
    • Employee name
    • Job title and position number
    • Monthly salary
    • Location
    • Supervisory organization (name and number)
    • “Reports To” name and position number

  • Include the current cost allocation

    • List the current cost centre(s) to which the salary is charged.
    • Include the percentage and dollar amount charged to each cost centre.
    • If more than one page is required, attach a second form labelled “Page 2 of 2.”

  • Effective Date

    • Enter the effective date of the new allocation in: “As of effective date //__ allocate as follows:”

  • New Cost Allocation

    • List the new cost centre(s) for salary distribution.
    • Benefits will automatically follow the salary cost centre(s).
    • Include percentage and amount for each cost centre.
      • Total must equal the employee’s monthly salary.
      • Percentages will be rounded to two decimal places if not provided.
    • For multiple cost centres, indicate the default cost centre.

  • Approvals Required

    • Cost centre manager(s) for each listed cost centre
    • Faculty/Department Financial Officer or Executive Officer

  • Duration of Allocation

    • Select one option:
    • Ongoing allocation (continues until a new form is submitted), or
    • Allocation until a specified end date
      • After the end date, allocations revert to the default cost centre.

4. Submit the Form