FN - Simple Encumbrance Maintenance - Close out


Zero out an encumbrance balance for a specified employee, funding string or project.

  • Encumbrances should not be zeroed out until after all payments have been made to the employee using that funding.  In an ideal situation, one 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 http://www.bussvc.wisc.edu/purch/EncMgt/EncMgt.html


  1. Take note of issue specifics, including Empl ID, Empl Record, funding string, project and encumbrance amount to be closed.

  2. In WISDM, select the Campus requesting the encumbrance closure:

    step 2

  3. Check the Project balance in WISDM, using navigation:  Main Menu > Projects > Project Search
    • Enter Project number in Project ID field.  Efficiency hint:  copy the project number for use in next step.
    • Project Status field should be blank
    • Click Submit

      Step 3

  4. The following information will display.  Note any encumbrance balances.  If encumbrance balance is not $0, click project number in Fund & Proj column:

    Step 4

  5. The following information will display.  Note that only salary/fringe encumbrance balances can be zeroed out with a funding entry.

    Step 5

  6. 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

  7. Check the encumbrance balances in WISDM for the project, using navigation:  Main Menu > Payroll > Encumbrance Search
    • Enter the Project number in Project ID field
    • Click Submit

  8. The following information will display.  Note any employees with Balances not at $0. 
    Efficiency hint:  copy the Empl ID for use in the next step.

  9. Step 8

  10. Verify that encumbrance balances in HRS match WISDM encumbrance balance, using HRS navigation:  Reporting Tools > Query > Query Viewer.
    • Select the “UW_FI_ENCUMB_BYEMPLID_V2”  Query in HTML
    • Enter the Fiscal Year and Emplid
    • Click View Results
    • Confirm that amount listed in the Sum Amount column for the project matches the WISDM balance for the same project. 
      NOTE: HRS encumbrance balance should always agree to WISDM balance.  If not, contact your Affinity Group.


  11.  If encumbrance balances in WISDM and HRS match, check the employee’s HR status in Job Data to determine if this is an Active or Inactive employee. 
    • HRS Navigation:  Workforce Administration > Job Information > Job Data
    • An Active employee must have funding in place using funding other than the funding being zeroed-out that will fund current and future payrolls.
      • Enter Empl ID and Empl Rcd Nbr, then click Search to display the following results:

  12. https://kb.wisc.edu/images/group61/60703/9.2encumbjobdata1.jpg

  13. Review the funding page for this employee.  HRS navigation:  Set Up HCM > Product Related > Commitment Accounting > Budget Information > Budget Funding Data Entry
    • Enter the SetID, Business Unit, Fiscal Year, Empl ID and Empl Rcd Nbr
    • Check the Include History box, then click Search
    • When screen displays, click View All if this option is available

  14. Locate the most recent funding row that includes the project number that needs to be zeroed-out.  Note the Effective Date of this funding row.


  15. To zero-out the encumbrance, add a new funding row identical to the existing row with the most recent funding entry that contains the project number that needs to be zeroed-out. 
    a.  Click Correct History
    • This is only necessary if the funding row being modified is not the most recent overall funding entry.
    • Correct History should only be used for the above circumstance or to change a previously entered Effective Date to an earlier date.  It should never be used to change the funding string on an existing row or delete funding entries.  See KB FN - Add or Change Appointment Level Funding for Employee's Salary Expense for more information about using Correct History to change funding.
    b. Click View All
    c. Click the Add a New Row icon
    d. Enter the date that is the same as the existing date
    e. Click Save


  16. This entry should zero out the encumbrance and will post to WISDM within a few days.


Related KBs:

Related Links:

Keywords:Finance Encumbrance WISDM   Doc ID:60703
Owner:Tami E.Group:Human Resource System (HRS)
Created:2016-02-11 14:28 CSTUpdated:2017-09-08 11:57 CST
Sites:Human Resource System (HRS)
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