HR - Encumbrance Definitions - Job Aid
An employee's salary encumbrance information appears on the Job Data record in HRS. The UW Custom tab contains an Encumbrances section detailing the Fiscal Year and Session Code. This data has impacts on financial reporting downstream.
As of June 11, 2013, the data in the Encumbrances section of the UW Custom tab is view only and cannot be changed manually. The data is entered automatically when you save a row on the HR Job Data pages.
If your Department chooses not to encumber an employee's earnings, you can select the Encumbrance Override checkbox which is located on the Job Information tab. When the Encumbrance Override indicator is checked, any data entered in the Encumbrances section is ignored.
EXCEPTION: HRS automatically places a checkmark in the Encumbrance Override indicator field, if the employee's Standard Hours are 4.0 or less hours per week.
On an employee's Job Data record, the UW Custom tab has a section entitled Encumbrances. The Encumbrances section contains a field for the fiscal Year and another for the Session. These fields are used to derive the Begin Date and End Date for the salary encumbrance process according to each Business Unit's payroll calendar.
As of June 11, 2013, the Encumbrance Year and Session fields (on the UW Custom tab in the Job Data ) default to the correct values (or blank values) when you save a row on the HR Job Data pages. Because this information is configured in HRS, the Encumbrance Year and Session fields are no longer available for entry.
Note: If you do not wish to encumber an employee's earnings, you should check the Encumbrance Override indicator, located on the Job Information tab.
Encumbrance Override Indicator
Navigation: Workforce Administration > Job Information > Job Data
On an employee's Job Data record, the Job Information tab has a section entitled Standard Hours. The Standard Hours section contains a field for Encumbrance Override. If the Encumbrance Override indicator is checked, the information in the Encumbrances section on the UW Custom tab is ignored, and the employee's earnings will not be encumbered.
HRS Exception for Encumbrance Override Indicator
If an employee's Standard Hours are 4.0 hours or less per week, HRS automatically places a checkmark in the Encumbrance Override indicator field. This cannot be overwritten manually.
Note: If the Standards Hours are changed from less than 4.0 to greater than 4.0, HRS will allow you to uncheck the Encumbrance Override indicator manually.
Only three session codes are used for the salary encumbrance process, depending upon the employee's Pay Basis.
|Pay Basis||Encumbrance Session Code|
|Academic||AY (Academic Year)|
|Annual||FY (Fiscal Year)|
| Hourly (University Staff Ongoing or University Staff Project - FT Finite
||CE (University Staff|
Note: You can find an employee's Pay Basis from the Job Data page, Job Information tab. For a list of Pay Basis descriptions, refer to HRS KnowledgeBase document, PY - Pay Basis Descriptions .
If an employee's job is not encumbered, the Encumbrances section on the UW Custom tab will display the Year and Session fields as blank. (See screenshot below).
Technical Note: If the employee's job has an effective date which is greater than the latest HRS payroll calendar, the Year and Session fields will also be blank.
- From the HRS main Menu, use navigation path: Workforce Administration > Job Information > Job Data.
- In the Job Data search screen, enter the 8-digit Empl ID (employee ID), and Empl Rcd Nbr (employee job record number), if known. If unknown, search for the employee by Name or other search criteria.
- To continue to the next screen, click Search.
(The initial Job Data screen, Work Location tab displays for the employee's job).
- To view Encumbrance information for the employee's job, select the UW Custom tab.
Example for Academic Pay Basis Employee
Example for Annual Pay Basis Employee
Example for Hourly Pay Basis Employee