The Current Encumbrances report includes detailed information about remaining encumbrances, including the description, date encumbered and date of last activity. Encumbrance data is based on information which originates in Higher Education Personnel and Payroll System (HEPPS, the Payroll System) or Purchasing Accounting System (PAS, the Purchasing System). MyFD receives encumbrance information from the Financial Accounting System (FAS). FAS receives encumbrance information from HEPPS and PAS at varying intervals.
This report is not limited by access; anyone with access to MyFD may look at the Current Encumbrance Report for any budget.
- Payroll encumbrances information is sent to FAS twice monthly. This information should be viewable in MyFD a couple of days after the payroll cutoff date. Check the Payroll Deadline calendar for more information about cutoffs.
- PAS encumbrance transactions are normally posted to the financial system (FAS) nightly. At the beginning of a new calendar month, PAS encumbrances are held and are NOT posted to FAS until the new accounting month has opened. The FAS schedule on FIN kiosk displays the date of the first run of the accounting month. (The jobstream name is “JAMDAYFIRST”.)
To view the Current Encumbrances report:
- Select Current Encumbrances from the Reports drop-down menu
- Input a budget number in the View Budget # field, select a time period, and click go
Note: time periods available are limited to the end of the previous biennia, or the current date
Reading the Current Encumbrances Report
Read the Current Encumbrances report from left to right. Click the + under account code to view individual encumbrances by sub-account codes.
The description field displays the account code description while the encumbrance description may provide information about the actual encumbrance.
The reference number column displays the requisition number.
Date encumbered displays the date originally encumbered while the date of last activity indicates the date of the last update, adjustment, or liquidation.
Amount shows the remaining amount encumbered, as of the date selected.
Note: If you do not see your Travel charges liquidating correctly from the Total Encumbrance, please contact Travel at email@example.com