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FN - Simple Encumbrance Maintenance - Close out


This document shows how to research and zero out an encumbrance balance for a specified employee, funding string and/or Project.

  • The steps described below to trigger an encumbrance zero-out should not be done until after all payments have been made to the employee using that funding; in an ideal situation, once the payroll has processed after the last payment is made to the employee.  When this time period has elapsed, in most instances, the encumbrance will zero itself out with no further action needed.

  • There may be occasions when salaries and fringe encumbrances are at $0, but other encumbrances remain. Encumbrances that are not related to salaries and fringes cannot be zeroed out using HRS funding entries.  The campus needs to contact either their Purchasing Department or the grant accountant.  For UW Madison only, see UW-Madison Purchasing Services.
  • Employees on an unpaid Leave of Absence (LOA) are encumbered; the encumbrance will not liquidate while on LOA, but balances will recalculate upon the employees return from LOA in Job Data.

  • The encumbrance process does not recognize an employees Expected Job End Date (EJED) entered in Job Data; however, the resulting/eventual Job Data termination row will trigger an encumbrance recalculation. 
  • An employee with an FTE less than 0.10 (Standard Hours less than 4.0) will not encumber, resulting in the "Encumbrance Override" box automatically being checked in Job Data > Job Information tab > Standard Hours section.
    • If an employee experiences an FTE change in Job Data to 0.10 FTE or above, encumbrance calculations will not resume until the beginning of the next fiscal year for that Empl Rcd.
    • Likewise, if the employee is terminated in Job Data, the encumbrance calculation will not zero out until the Fiscal Year End (FYE) encumbrance clear.

  • Summer Session (Pay Group begins with "S") and Summer Service (Pay Group begins with "V") do not encumber in HRS.
    • For UWMSN Summer Session and Summer Service only, encumbrance balances are created in SFS/WISDM, but are not tied to HRS
    • Questions regarding UWMSN Summer Session and Summer Service encumbrance balances in WISDM should be directed to


A. WISDM Encumbrance - Project Search

Take note of issue specifics to be reviewed; this includes Empl ID, Empl Record, funding string, project and encumbrance amount to be closed.

1. Log into WISDM and select the appropriate Business Unit and Fiscal Year
step 2
2. Follow navigation path Main Menu > Projects > Project Search
3. Enter Project number in Project ID field
  • Project Status field should be blank
4. Click Submit
Step 3
5. The following information will display; note any encumbrance balances
  • If encumbrance balance is not $0, click project number in Fund & Proj column
Step 4
6. The following information will display; note that only salary/fringe encumbrance balances can be zeroed out with a funding entry (discussed at later step)
Step 5
7. Click on the balance in the Salaries line in the Encumbrances column for more details; this will provide the names of employees who may have encumbrances that are not yet at $0.
Step 6
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B. WISDM Encumbrance - Encumbrance Search

1. Log into WISDM and select the appropriate Business Unit and Fiscal Year

2. Follow navigation path Main Menu > Payroll > Encumbrance Search

3. Enter the Project number in Project ID field
  • Use other search criteria as necessary if there is no project within the funding string in question
4. Click Submit

5. The following information will display.  Note any employees with Balances not at $0.
Step 8

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C. HRS Encumbrance

1. Log into HRS and follow navigation path Main Menu > Reporting Tools > Query > Query Viewer

2. Search for, select and run query UW_FI_ENCUMB_BYEMPLID_V2 in HTML

3. Enter the Fiscal Year and Empl ID, and click View Results

4. Confirm that the amount listed in the Sum Amount column for the funding string/project matches the WISDM balance 
NOTE: HRS encumbrance balance should always agree to WISDM balance. However, if the employee has experienced a recent Job Data or funding change that would impact encumbrances, it may have not reached WISDM; it usually takes 1-2 business days.

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D. Review Employee HR and Payroll Status

1. Check the employee’s HR status in Job Data to determine if this is an Active or Inactive employee
    2. Follow HRS navigation path Workforce Administration > Job Information > Job Data
3. Enter Empl ID and Empl Rcd Nbr, then click Search to display the following results:
4. An Active employee must have funding in place that is different that the funding being zeroed-out, so current and future payrolls are funded

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E. Review Funding and Trigger Encumbrance Zero-Out

1. Review the Appointment-Level funding for the employee by following HRS navigation path Set Up HCM > Product Related > Commitment Accounting > Budget Information > Budget Funding Data Entry
  • Accessible from the Finance WorkCenter found at Payroll for North America>Payroll Distribution>Commitment Accounting USA>UW Finance WorkCenter. For more information about the WorkCenter, see KB PD - WorkCenter .
    2. Enter the SetID, Business Unit, Department, Fiscal Year, Empl ID and Empl Record

    3. Check the Include History box, then click Search

    4. When screen displays, click View All, if this option is available

    5. Confirm that the Project or funding string that should be zeroed out appears in at least one of the funding entries
  • If it does not, double check the accuracy of the search criteria used
6. For an Active employee, if the most recent funding entry includes the Project or funding string that needs to be zeroed out, add a funding row and enter the new funding string.  Projects will not close-out until all active employees have new funding sources assigned .  See: FN - Add or Change Appointment Level Funding for Employee's Salary Expense
  • If the most recent funding entry does not include the project or funding string that needs to be cleared-out, or if the employees is inactive, continue to the next step

7. To zero-out the encumbrance, add a new funding row identical to the most recent row

  • Click the Add a New Row icon (+) found in the most recent row
  • Click View All
  • In the new row, use the same Effective Date as the prior row
  • Click Save
Funding Data Entry
8. This entry should zero out the encumbrance and will post to WISDM within a few business days; if it does not, contact the appropriate Affinity Group for review.


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Keywords:Finance Encumbrance WISDM   Doc ID:60703
Owner:Tami E.Group:Human Resource System (HRS)
Created:2016-02-11 15:28 CDTUpdated:2019-01-31 14:00 CDT
Sites:Human Resource System (HRS)
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