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UVA Manual Encumbrances

Scope

This procedure covers creating encumbrances with the UVA Manual Encumbrance Form, an UVa extension to the Grants Accounting (GA) module.  With this custom UVa form you will be able to create or adjust encumbrances with associated burdened costs to provide an accurate financial picture in you monthly reconciliation reports.

Please note Faculty, Classified, University Staff, and Goal Pays (GTA, GRA and Faculty Wage) are encumbered automatically through Labor Distribution (LD).Wage employees are not encumbered by LD.  This form would be useful for positions (Faculty, Classified, University Staff, and Wage) that have not been filled to reserve the funds until the new Hire and Labor Schedule has been created.

With this form you will be able to:

• Create or adjust manual encumbrances to be included in your monthly reconciliation reports,
• Generate encumbrances for multiple periods from a single line,
• Have applicable burden amounts (i.e. Fringe Benefits, F&A, UVA Temp Service Fees) computed automatically and included in your monthly reconciliation reports,
• Inactivate a single line or entire batch, and
• Automatically set encumbrances to relieve at the end of an accounting period, or as payrolls are processed.

UVA PA Encumbrance Preview Report can be run to view the data entered in real time.  With this report you will view the total calculations to see if any corrections will need to done on the encumbrance form before nightly processing is done.  After nightly processing the encumbrances will reflect as Commitments on Discoverer Reports the next day.

Note:  UVA Manual Encumbrances will not reflect in Project Status (PSI) or Award Status (ASI) in GA. 

The following instructions detail entering UVA Manual Encumbrance batches and running the UVA PA Encumbrance Preview Report in GA.

System References

UVA Manual Encumbrances

Policy

A policy on manual encumbrances is being developed.

Responsibility

The GM Encumbrance Specialist is responsible for entering labor and non-labor encumbrances in the UVA Manual Encumbrances Form. 

Distribution

Comptroller

GM Administrator

GM Setup Specialist

GM OSP Setup Specialist

GM Financial Analysis Workflow Approver

GM ITS Workflow Approver

GM Award Manager

GM Project Manager

GM Transaction Specialist

GM Viewer

Ownership

The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Activity Preface

This activity is performed whenever a manual encumbrance is required.

UVA Manual Encumbrances

1.   Open UVA Manual Encumbrances.

Grants Accounting
N ® UVA Manual Encumbrances
UVA Manual Encumbrances

Refer to UVA Manual Encumbrances [NAV4135U]

Note:  Encumbrance Number is system generated when the batch is saved.

2.   Select Y/N (LOV) for the batch to be active or not (Default is Y).

• Select Y if you want the commitment reflected with GA data on Discoverer reports.
• Select N if you do not want the commitment reflected with GA data on Discoverer reports.

3.   Select [OK].

4.   Tab.

5.   Select the Encumbrance Type (LOV).

Note: Encumbrance Type ‘Classified Staff', 'Faculty', 'PT Emp, Class', 'PT Emp, Fac' and 'Wage Emp' will relieve encumbrances based on the pay period type indicated on the form below. Encumbrance Type ‘Other’ will relieve encumbrances based on Accounting Period.

6.   Select [OK].

7.   Select Y/N (LOV) in the Multiple by Remaining Periods Field.

• Select ‘Y’ if you plan to enter a monthly amount and you want the system to calculate a summary encumbrance amount for the remaining periods between the start/end dates entered on the lines below.  (Example: a monthly wage of $1,000 for 10 remaining periods would result in an encumbrance calculated and generated as $10,000).
• Select ‘N’ if you plan to enter a set amount that you want the system to encumber. (Example: $500 would result in an encumbrance generated as $500).

8.   Select [OK].

9.   Tab.

Note:  Pay Period Type will default from the Encumbrance Type selected in step 5.

10. Enter a description for the batch (optional).

11. Tab.

12. Select Y/N (LOV) in the Enabled Flag field.

13. Select [OK].

14. Tab.

Note:  Line number is system generated when the batch is saved.

15. Enter Effective Begin Date (i.e. DD-MMM-YYYY format) or (LOV to use the Calendar).

16. Enter Effective End Date (i.e. DD-MMM-YYYY format) or (LOV to use the Calendar).

17. Enter Project Number or (LOV).

Note:  LOV limited to Projects active on Effective Begin Date.

18. Enter Task Number or (LOV).

Note:  LOV limited to Tasks valid for project selected.

19. Enter Award Number or (LOV).

Note:  LOV limited to Awards valid for project selected.

20. Enter Organization (Org) Number or (LOV).

21. Enter Expenditure Type using LOV.

Note:  Fringe Benefits, F & A and UVA Temp Service rates will be generated by the system depending on the PTA and expenditure type selected.

22. Enter Employee/Vendor LOV.

Note:  The Vendor list of values is shown here as it contains both Employees and Vendors.  However, entries are not validated which means you may enter anything you want in this field and it will be carried thru to the FM_Expenditure Detail Report in Discoverer as entered.

23. Enter Comment.

Note:  The comment field will show on the FM_Expenditure Detail Report in Discoverer.

24. Enter Notes.

Note:  Note field will not be shown on the FM_Expenditure Detail report in Discoverer.

25. Tab to enter next record (Repeat steps 13 - 29).

26. Save.

27. Close Form.

Note:  Run the UVA PA Manual Encumbrance Preview Report in GA after entering UVA Manual Encumbrances. 

Note:  Refer to UVA Manual Encumbrances [NAV4135U].

End of activity.

Effective: 05/13/09

Revision: 5 dhw

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