FAQ'S
Encumbrance
Q.
My encumbrances are not
correct. What can I do to
make sure they are
processing correctly?
A. Encumbrance processing is
based on many items, most
important of those items
are:
Standard Hours
Account Code
Hire/Termination dates
The Standard Hours (SH) on
many of the employees that
were over-encumbered showed
40 hours, when they in fact
were much lower. Therefore
if an employee showed SH as
40, but should have been
15...the system encumbered
for all 40 hours. This
caused many of your accounts
to show negative balances,
and it was only October! In
addition, if an employee is
only working for a few
months, and no termination
row was present, the system
encumbered for the entire
year.
What should you do if it
is still showing incorrect?
Check the above three
items and if they are not
correct, contact the
following:
Termination rows and
Standard Hours - HR
Account Codes - Budget
Office
What can you do to help the
process? Make sure that
account code changes are
submitted to the Budget
offices in a timely manner,
so that they may update the
account code with the new
effective date prior to that
date. Ensure your employee
data is updated and correct,
especially those Standard
Hours!
Q. When is
encumbrance calculated and
relief done?
A. Encumbrance is calculated
by position one day before
or after the confirmation of
each on cycle payroll ONLY.
If the position is paid
bi-weekly, it will be
re-calculated and released
with every cycle (2 or 3 per
month). If it is a monthly
position, it will be
calculated once monthly with
the payroll cycle. The
payroll office and the
finance office can not
release payroll encumbrances
any other way.
Q.
If monthly people are paid
the same amount each month,
why does the encumbrance
release amount keep
changing?
A. Encumbrance is calculated
for both monthly and
biweekly employees on a
daily basis. Not work days,
number of calendar days in
the month. Likewise,
encumbrance release is
calculated by the calendar
days in the month. Example:
April =30 days, May = 31
days. There is an
encumbrance calculation
worksheet available at the
following link: Encumbrance
Calculation
Q.
I have a position that is
over-encumbered. What can I
check to make sure that it
calculates correctly next
cycle?
A. There are several things
to check
Check the position data
information panel to verify
that the correct employees
are tied to the position. If
someone is tied to the
position incorrectly,
contact HR for the
correction.
Check the standard hours on
the employees on the job
data/job information panel
and verify that they are
correct. This is the figure
used to calculate
encumbrance. This is
particularly important for
lump sum positions. If
standard hours are found to
be incorrect at the employee
level, contact HR for
correction.
Should there be a
termination row or a short
work break row entered on
the employee’s job data
panel to prevent calculation
through the end of the
fiscal year? Complete a PAR
and submit to HR.
Should the funding change on
a particular date? Complete
a PRF and submit to the
budget office to change
future funding.
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