SALARY ENCUMBRANCE TRAINING

Module 1: Searching within the Salary Encumbrance application

Step three: upon entering a a valid Appointment ID number, the 'Encumbrance' panel will display, as illustrated below:

Image of the 'Encumbrance' panel Description of first section of the 'Encumbrance' panel Description of second section of the 'Encumbrance' panel Description of third section of the 'Encumbrance' panel Clicking here returns you to the WISDM Main Menu

There are three sections to the panel:

  1. The first section displays appointment information from IADS. It contains the person’s name, appointment ID number, pay basis, rate of pay and the title code – both numeric and descriptive. The information in this section cannot be changed from within the Salary Encumbrance application. (Back to encumbrance panel example)

  2. The second section displays funding information for an existing encumbrance. (There will be nothing in this section if the appointment does not have an encumbrance). If there is more than one existing funding line (as in the above example), this section contains the begin/end dates, fund, dept ID, project ID (if applicable), program, account, original amount, paid to date, open balance and status of each of the funding lines. (Back to encumbrance panel example)

  3. The third section allows for ‘adding’ a funding line:
  • Dates may be entered without any characters (i.e. 041102); the system will automatically fill in the slashes. The following formats are acceptable: mm/dd/yy or yyyy; mm-dd-yy or yyyy; mmddyy or yyyy.
    • Encumbrances with identical funding information cannot have overlapping dates; sequential dates, however, are acceptable.
  • Fill in the remaining fields to complete the funding line.
  • Either fill in the account number if known, or use the Account pop up dialog box to help in the selection of the appropriate code. Access the Account pop up dialog box by clicking on the arrowed box next to the ‘Account’ field. The codes are grouped according to the Payroll Interface and IADS appointment types, and thus will relate to the appointment type for the individual selected. Only account numbers that are valid for the appointment type can be entered.

    An illustration of the Encumbrance panel follows, showing the Account pop up dialog box:

Shot of the Encumbrance panel, showing the Account pop-up window Clicking here returns you to the WISDM Main Menu

(Back to encumbrance panel example )

Notes:

  • The begin/end dates define the interval of time that this particular appointment will be paid from this funding. The dates should be within the fiscal year boundaries.(Back to funding information)

  • If the Paid-To-Date (PTD) is greater than the original amount, the open balance amount is zero. (Back to funding information )


  • An encumbrance may have the following status: open (‘OPEN’), cancelled (‘CANC’) or transferred (‘TRFD’). (Back to funding information)

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