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Salary and Additional Pay Encumbrances

Salary and Additional Pay Encumbrances. Planned Go Live May 1, 2015. Salary and Additional Pay Encumbrance – Go Live May 1, 2015 Salaried Employees Recurring Additional Pay Encumbered through the end of the Fiscal Year – August 31, 2015

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Salary and Additional Pay Encumbrances

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  1. Salary and Additional Pay Encumbrances Planned Go Live May 1, 2015

  2. Salary and Additional Pay Encumbrance – Go Live May 1, 2015 • Salaried Employees • Recurring Additional Pay • Encumbered through the end of the Fiscal Year – August 31, 2015 Fringe Benefit Encumbrance – Planned Go Live September 1, 2015 Testing of Salary and Additional Pay Encumbrance Process – March 23 through April 24, 2015 • Baseline Calculation and Validation • Payroll Liquidation Process • Funding and Job Record Changes – Recalculation of Encumbrance • Reports: Budget Overview, MFR, New Custom Reports • Impacts to other processes such as Accounting Actuals and Grant Project Costing

  3. Salary and Additional Pay Encumbrance Calculation Processes • Baseline each September 1 of a new Fiscal Year • Annual Salary or Academic Year Salary if a 9 month contract • Annual Additional Pay (if recurring and not just one time) • Liquidation after payroll process • Reduces current encumbrances by the amount paid in the payroll just completed • Recalculation of Encumbrances as a result of job changes and/or funding changes

  4. Formula for Encumbrance Calculations • 12 Month Employees (365 Days in a Year) • (Annual Rate/365)*# of days left in the fiscal year = Projected Encumbrance • # of days left in a fiscal year for projected encumbrance May 1st forward is 123 days • Faculty – 9 Month Contract (273 Days September 1 through May 31) • (Academic Compensation Value/273)*# of days left in the academic year = Projected Encumbrance • # of days left in academic year for projected encumbrance May 1st forward is 31 days

  5. Formula for Encumbrance Calculations – Continued • Faculty – 4.5 Month Contract (136 Days for 4.5 Months – Fall or Spring) • (Semester Compensation Value/136)*# of days left in the spring academic semester = Projected Encumbrance • # of days left in spring academic semester for projected encumbrance May 1st forward is 31 days • Additional Pay • Please note that additional pay TMP and SUP earnings will roll into the account code of REG earnings. So if a discrepancy is found when calculating your REG earnings please be sure to check if the employee should be receiving a TMP or SUP supplement.

  6. To Use for Validating Encumbrance Values Navigation of PeopleSoft for Current Job Table Main Menu Workforce Administration Job Information Current Job • Need EMPL ID or Name of incumbent • Provides Compensation Rate • Provides information needed for the incumbent assigned into a position Query for the Current Funding on a Department Budget Table Main Menu HCM Reporting Tools Query Query Viewer Query Name: UTS_CA_POSITIONS_FUNDED_FILLED • Provides current funding of positions that are currently filled • Provides distribution % on split funding

  7. Custom Reports Currently Being Tested • Payroll Liquidation • Budget Actuals to Encumbrance Details • Encumbrance Details by Employee ID and Salary • Salary Roster

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