Salary Encumbrance Application Training

Module 1: Searching within the Salary Encumbrance application

Step two: enter one of the three different kinds of search criteria:

Image of Salary Encumbrance Application Search page

Key in a valid Appointment ID number, then click on the ‘Search’ button (or press the enter key). When entering Appointment ID number, leading zeros do not have to be entered. The system determines the required length of the field and adjusts accordingly. If there is no existing encumbrance, or if there is more than one funding line, the Encumbrance panel is displayed - (see Module One: Lesson Three). If there is only one funding line, the Update panel will be displayed. (Back to search screen example)
When entering Name, enter either the entire name or a portion of the name. The standard format is “last name, (space) first name.” If using only a last name, the response time of your search will be faster if the full last name is followed by a comma. If the name is keyed in exactly, and there is only one appointment for that individual (with no encumbrance or with multiple funding lines), the Encumbrance panel is displayed (see Module One: Lesson Three). If there is only one funding line, the Update panel is displayed.
However, if a partial name is keyed the Start panel is displayed and may contain multiple names and/or appointments. This will also happen if the exact name was keyed and the individual has multiple appointments. The system lists all those appointments that meet the initial request criteria. However, you will only be able to change/update those appointments to which you have authorization.

Here's an example:

Example of Start screen illustrating result of partial key search on 'Name' field

(Back to search screen example)

If you want to enter the Social Security Number, this is the only field that requires all digits to be entered. It may be entered with or without the dashes or slashes. However, if entered, the system will ignore those keystrokes. Response time will be slower with the Social Security Number option than with the first two options.

Searching by social security number will give the same results as keying the name in exactly (see the section on Name search above). If there are multiple appointments WITHIN a particular campus, the system re-displays the Start Panel listing those appointments. It will NOT list appointments that cross over to other campuses.
If there is only one appointment with no encumbrance, or with multiple funding lines, the system displays the Encumbrance panel (see Module One: Lesson Three). If there is only one funding line, the Update panel is displayed.
(Back to search screen example)

University of Wisconsin-Madison