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Pre-Encumbrances

Get an overview of pre-encumbrances, manage budgets and resources, reconcile accounts, and run management reports in Budget & Resource Planning. Find answers to FAQs and get assistance with updating positions and cost centers.

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Pre-Encumbrances

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  1. Pre-Encumbrances

  2. Budget & Resource Planning Agenda • Pre-Encumbrance Overview • Budget Overview • Available Fund Balance • Account Reconciliation • Pre-Encumbrance Queries • Management Reports

  3. Budget & Resource Planning Overview • Salary Encumbrances = Filled position and appointment salaries • Salary Pre-Encumbrances = Vacant position salaries • A&C job codes only • Excludes: F job codes, RAs, TAs, GAs, student workers, work study, stipends, visiting scientists, positions paid off a C&G cost center • Vacant position salaries liquidate monthly • August vacant salaries will disencumber when the July payroll closes • On 9/1/18 pre-encumbrances will be turned on

  4. Budget & Resource Planning Updating Pre-Encumbrances • ePARs • Once completed, the overnight process will pick up changes • PRR • Salary, cost center, fte, and effective date changes will be updated when processed by Budget • Overnight process will pick up changes • Email: budget@utdallas.edu • After a PRR has been processed and before hiring someone in the position • Request to inactivate a position

  5. Budget & Resource Planning Budget Overview

  6. Budget & Resource Planning Available Fund Balance

  7. Budget & Resource Planning Account Reconciliation

  8. Budget & Resource Planning Pre-Encumbrance Queries • REVIEW_PREENCUMBRANCE_COST_CTR

  9. Budget & Resource Planning Pre-Encumbrance Queries • REVIEW_PREENCUMBRANCE_DEPT

  10. Budget & Resource Planning Pre-Encumbrance Queries • REVIEW_PREENCUMBRANCE_POSITION

  11. Budget & Resource Planning Management Reports Gemini HR > Main Menu > UTD Customizations > Management Reports Need department access

  12. Budget & Resource Planning FAQs Q: Will benefits be pre-encumbered? A: Yes, benefits are pre-encumbered as a lump sum under account 55001. If your cost center does not pay benefits then you will only see the earnings pre-encumbered. Q: How do I update the cost center for a vacant position? A: Send an email to budget@utdallas.edu and we will make the change

  13. Budget & Resource Planning FAQs Q: What happens to the pre-encumbrance for a position that will be filled on 10/1? A: If the annual salary is $36,000 or $3,000/month, and Payroll completes the ePAR on 9/20. The night of 9/20, the pre-encumbrance will be fully released, and the actual salary will be encumbered as of the start date for 11 months (10/1-8/31).

  14. Budget & Resource Planning FAQs Q: What if a vacant position is paid 50/50 from designated funds(3000) and C&G funds? A: The designated cost center will pre-encumber 50% of the vacant position salary. The C&G cost center will not pre-encumber the other 50%. Q: Since the pre-encumbrances will be turned on 9/1/18 will I be able to see my vacant position salaries that day? A: The earliest you will see pre-encumbrances are 9/1/18. Both position and the funding tables have to be updated with FY19 information in order for the pre-encumbrances to calculate

  15. Budget & Resource Planning Questions?

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