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Research Sabbatical Leave

Research Sabbatical Leave Financial Guidelines Overview

These guidelines relate to the financial arrangements which can be availed of by permanent faculty staff who have had a Research Sabbatical Leave approved by the College Principal as recommended by the Head of School. These guidelines should be read in conjunction with the Research Sabbatical Leave for Faculty Policy.

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Introduction

A faculty member may go on research sabbatical leave on full salary or on a salary reduced by a teaching replacement provision, subsistence costs and/or an alternate source of income. The exact combination will depend on whether a teaching replacement contribution is required by the School, whether subsistence can be claimed for any location visited during the sabbatical or whether the member is to be in receipt of income other than that of their UCD employment for the duration of the sabbatical. Examples of the various options available are outlined on page 3 of this document. The amount available to fund a sabbatical leave is the gross salary that would have been payable to the faculty member during the period of their leave.

Salary

Cost of Replacement

Travel & Subsistence

External Funding

Additional Salary

Pensionability of Leave

Notification Process

Contacts

Examples

Relevant Policies

Relevant Forms

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1. Salary

For periods of leave up to four months, a minimum of 50% of the gross salary that would have been payable during the period of leave must be taken, as per Revenue rules. For sabbaticals in excess of four months a minimum salary of 25% will apply. If there is a remaining amount after the minimum salary provision, cost of replacement and subsistence have been accounted for, the balance is paid as a balancing salary payment subject to the overall salary ceiling for the period of the leave. All amounts paid as salary will be taxed under PAYE in the normal way. Again the examples on page 3 of this document outline the different salary scenarios.

A minimum salary provision of 50% or 25% does not apply in cases where the member is not claiming subsistence as part of the leave.

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2. Cost of Replacement

No replacement provision is required for One semester (six month) sabbaticals The faculty member undertakes to carry out their full teaching and post-graduate supervision duties in the remaining semester or prior to departure.

A faculty member taking a one year Research Sabbatical Leave will be relieved of all academic duties other than research.

The Head of School and College Principal will determine whether there will be a requirement to fund a teaching replacement provision from the salary of the departing member or whether the School will fund the teaching replacement costs from its resources. Faculty members considering a One Year Sabbatical should, in the first instance, discuss the issue of replacement costs with their Head of School.


The sabbatical notification form submitted to HR should clearly indicate whether a teaching replacement provision is required and the amount agreed.

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3. Travel & Subsistence

For faculty travelling abroad for research purposes during a Research Sabbatical, subsistence and travel costs can be claimed in certain circumstances. Subsistence is calculated on the basis of current Civil Service worldwide subsistence rates and in accordance with normal University procedures and Revenue regulations.

The calculation of subsistence for Research Sabbatical Leaves is carried out by the Bursar’s Office. In determining the level of subsistence which may be claimed, any balance payable to the faculty member, from any outside funding agency, including the provision of any subsidised accommodation, will be taken into account The agreed subsistence balance is paid in one lump sum prior to the commencement of the sabbatical and the salary payable over the course of the sabbatical is reduced by the amount of the subsistence payment.

In addition to subsistence, vouched travel expenses paid to transport faculty abroad can be reimbursed. Flight/travel costs for family members are not covered.

It is a Revenue condition of the leave that a faculty member claiming subsistence as part of a sabbatical cannot be in receipt of income as a self-employed person, other than incidental income received for incidental work during the course of their sabbatical . The University has been directed by the Revenue Commissioners as follows: “A Leave of Absence for Research can only proceed if an employee is not in the employment of any other person or body for the duration of the leave and does not receive any remuneration in this regard. It is also a condition of the leave that an employee cannot be in receipt of income as a self-employed person, other than incidental income received for incidental work.”

Research Sabbatical Leave whereby a member is claiming subsistence as part of the leave can only proceed if the faculty member is not in the employment of any other person or body for the duration of the leave and does not receive any remuneration in this regard. The faculty member is required to declare this is the case on the research sabbatical leave form. Where it is found employment has been taken up, any subsistence paid will be returned to UCD.

Information regarding Travel and Subsistence should be sought from John Kenny, Bursars Office, by emailing john.kenny@ucd.ie.

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4. External Funding

While the arrangements above are designed to be budget neutral, it is recognised that in many cases additional funds will be required. A faculty member going on Research Sabbatical Leave under either of the above arrangements is required to advise the University by declaration on their research sabbatical leave form of any funding which he/she may be receiving from internal or external sources. Other funds which may be availed of to support Research Sabbatical Leave include discretionary funds held in research accounts or other internal/external travel grants.

The faculty member is required to declare the details of any external funding on the research sabbatical leave notification form.

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5. Additional Salary

Faculty members who are not claiming subsistence as part of their leave are required to advise the University of any income which he/she may be receiving from external sources. Such income includes a full or partial salary payable by the host institution or any other source for the duration of the sabbatical leave. If in receipt of a full salary from the host institution, where the staff member is in receipt of an amount equal to or greater than their UCD salary, the staff member will not receive a salary from UCD for the duration of their leave. If in receipt of a partial salary, the remaining salary from UCD will be reduced such that the total salary will not exceed the salary the staff member would have received had they remained in their post in UCD.

The faculty member is required to declare the details of any income on the research sabbatical leave notification form.

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6. Pensionability of Leave

The period of sabbatical is pensionable and full contributions will continue to be deducted as a % of full salary.

 

For faculty members not in receipt of any salary from UCD for the duration of their sabbatical, full contributions in respect of the period of leave will be deducted from the member’s salary on their return to UCD. This will be applied by a double deduction of contributions from salary for such a period of time as required to repay the contributions owing in respect of this leave.

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Notification Process

A notification for Research Sabbatical Leave for Faculty form must be completed by the staff member, approved by the Head of School and the College Principal and forwarded to UCD HR, Pensions Office. The notification form, with the requisite approvals, must be received by UCD HR, Pensions Office at least 3 months in advance of the date the leave is due to commence.

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Contacts

Information regarding Travel and Subsistence can be received by contacting John Kenny, Bursars Office, by emailing john.kenny@ucd.ie.

Notification forms should be sent to UCD HR, Pensions Office, Roebuck Office. The forms can be found here.

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Examples

One Semester Sabbaticals based on a gross salary of €80,000 p.a

  Six Month Leave   Four Month Leave  
     
Gross salary for the period of leave (overall limit)  40,000    26,666  
Teaching Replacement cost      -             -       
Available to fund research leave  40,000    26,666  
Minimum salary  10,000 (25%)             13,333 (50%) 
Available to fund subsistence  30,000    13,333  
Subsistence claimed (as agreed with Bursar’s Office)           (17,000)   (10,000)  
Balance payable through payroll €13,000     €3,333  


One Year Sabbaticals based on a gross salary of €80,000 p.a

  12 Month Leave   12 Month Leave  
     
Gross salary for the period of leave (overall limit)  80,000    80,000  
Teaching Replacement cost (42,000)        -       
Available to fund research leave  38,000    80,000  
Minimum salary (20,000) (25%)            (20,000) (25%) 
Available to fund subsistence  18,000    60,000  
Subsistence claimed (as agreed with Bursar’s Office)           (18,000)        -       
Balance payable through payroll       -         €60,000  

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Relevant Policies

Research Sabbatical Leave for Faculty Policy

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Relevant Forms

Research Sabbatical Leave Notification Form

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If you are unable to find the information you are looking for, please email: pensions@ucd.ie