University of Wisconsin-Madison

SALARY ENCUMBRANCE TRAINING

Module Two: Updating an existing funding line

Miscellaneous Changes to an existing funding line:

This lesson will cover how to perform some additional changes to an existing funding line. In particular, the lesson will address the following changes:

• Changing Begin/End Dates
• Other Changes using the 'Change To' and 'Add' functions

Changing Begin/End Dates

There may be times when just the begin/end date information needs to be changed. To do this, select the funding line that needs changing by clicking on the appropriate radio button. The following Update panel is displayed:

In this example, the dates were entered incorrectly for the period. They should have been 9/30/02 and 2/13/03. Select Original Amount ‘Change To’, and the amount field and begin/end dates are displayed. Type in the correct date(s) and click on ‘Submit’ or press the 'Enter' key:

The system displays the Encumbrance panel with the record adjusted accordingly (as in the illustration below):

Other Changes – ‘Change To’ and ‘Add’

In this example, the appointment should have been on 101 funds first semester, and on 133 funds the second semester. To rectify this, the original encumbrance needs to be reduced and the end date changed to reflect the end of the first semester.

Step One: Click on the appropriate radio button (if there is more than one funding line) and the Update panel is displayed.

Step Two: Select ‘Change To’ from the Original Amount drop down box. The Update panel will be re-displayed with the amount and begin/end date fields added:

Step Three: In this example the original amount needed to be changed to $50,000 and the end date changed to indicate the end of the calendar year. Type in the amount and change the end date to reflect 12/31/02:

Step Four: Click on the ‘Submit’ button or press the 'Enter' key. The following Encumbrance panel is displayed:

Note that the end date reads '12/31/02' and the original amount is now 50,000.

Step Five: The new funding line for second semester now needs to be added. The cursor is already at the ‘add new funding line’ row, so type in the new funding:

Step Six: Click on the ‘Submit’ button or press the 'Enter' key. The following Encumbrance panel is displayed:

Next Module

Salary Encumberance Training Menu

 

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