Encumbrance Accounting Goals

1
Encumbrance Accounting Goals

• provide early evidence of spending commitments

• significantly reduce the opportunity to over
  obligate funds

2
Oracle Automatic Encumbrance Features

• Requisitions

• Purchase Orders

• Invoices

• Labor

3
Known 11.03 Encumbrance Issues

• Faculty Paid lt 12 months per year are encumbered
  for 12 periods

• Classified and Faculty Salaries are only
  encumbered thru the end of the current fiscal year

• Wage Employees, Students, GTA/GRA, and Goal Pay
  not encumbered at all

• Purchase Orders for multiple Years, all
  encumbered in the current fiscal year

4
Manual Encumbrances
5
Encumbrance Task Force
Members Gladys Bryant Biology Elizabeth
Hupp Microbiology Bill Ashe
Neurology Angie Wooten Career Services Mary
Leigh Thacker Orthopedics Darcie
Cuffia ISDS (Alternates) Marie Burton
Microbiology Mandy Wyant Career Services
Development Staff Rose Chisholm ISDS Nina
Flynn ISDS Ken Grant ISDS Bob Shiflett
ISDS Joseph Simon ISDS Martha Wall
ISDS Nancy Honeywell DOT
6
UVA Manual Encumbrance Subsystem
ASI/PSI
7
UVA GM Encumbrance Specialist
8
UVA Manual Encumbrance Form
9
Non-Labor Encumbrance Batch
10
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11
UVA Manual Encumbrance Preview Report

• Production Data Real Time
• Verification of Data Entered (by Batch)
• Computation of Remaining Periods
• Computed Base Amount
• Computed Burdening Amount(s) (i.e.
  Fringe Benefits, FA, UVA Temp Svcs)

12
Discoverer Reports

• FM_Expenditure Detail by Project
• FM_Project BBA ..
• FM_UVA Manual Encumbrances

13
Availability
Target implementation date Mid September

• Training
• Auditorium Style
• Scheduled 1st two weeks of September
• Specific details to be emailed later