Salary and Additional Pay Salary and Additional Pay EncumbrancesEncumbrances

Salary and Additional Pay Salary and Additional Pay EncumbrancesEncumbrances

Planned Go Live May 1, 2015Planned Go Live May 1, 2015Planned Go Live May 1, 2015Planned Go Live May 1, 2015

Salary and Additional Pay Encumbrance – Go Live May 1, 2015• Salaried Employees

• Recurring Additional Pay

• Encumbered through the end of the Fiscal Year – August 31, 2015

Fringe Benefit Encumbrance – Planned Go Live September 1, 2015

Testing of Salary and Additional Pay Encumbrance Process – March 23 through April 24, 2015

• Baseline Calculation and Validation

• Payroll Liquidation Process

• Funding and Job Record Changes – Recalculation of Encumbrance

• Reports: Budget Overview, MFR, New Custom Reports

• Impacts to other processes such as Accounting Actuals and Grant Project Costing

Salary and Additional Pay Encumbrance – Go Live May 1, 2015• Salaried Employees

• Recurring Additional Pay

• Encumbered through the end of the Fiscal Year – August 31, 2015

Fringe Benefit Encumbrance – Planned Go Live September 1, 2015

Testing of Salary and Additional Pay Encumbrance Process – March 23 through April 24, 2015

• Baseline Calculation and Validation

• Payroll Liquidation Process

• Funding and Job Record Changes – Recalculation of Encumbrance

• Reports: Budget Overview, MFR, New Custom Reports

• Impacts to other processes such as Accounting Actuals and Grant Project Costing

Salary and Additional Pay Encumbrance Calculation Processes

•Baseline each September 1 of a new Fiscal Year Annual Salary or Academic Year Salary if a 9 month contract Annual Additional Pay (if recurring and not just one time)

•Liquidation after payroll process Reduces current encumbrances by the amount paid in the payroll just

completed

•Recalculation of Encumbrances as a result of job changes and/or funding changes

Salary and Additional Pay Encumbrance Calculation Processes

•Baseline each September 1 of a new Fiscal Year Annual Salary or Academic Year Salary if a 9 month contract Annual Additional Pay (if recurring and not just one time)

•Liquidation after payroll process Reduces current encumbrances by the amount paid in the payroll just

completed

•Recalculation of Encumbrances as a result of job changes and/or funding changes

Formula for Encumbrance Calculations

•12 Month Employees (365 Days in a Year) (Annual Rate/365)*# of days left in the fiscal year = Projected

Encumbrance # of days left in a fiscal year for projected encumbrance May 1st forward is

123 days

•Faculty – 9 Month Contract (273 Days September 1 through May 31) (Academic Compensation Value/273)*# of days left in the academic year =

Projected Encumbrance # of days left in academic year for projected encumbrance May 1st forward

is 31 days

Formula for Encumbrance Calculations

•12 Month Employees (365 Days in a Year) (Annual Rate/365)*# of days left in the fiscal year = Projected

Encumbrance # of days left in a fiscal year for projected encumbrance May 1st forward is

123 days

•Faculty – 9 Month Contract (273 Days September 1 through May 31) (Academic Compensation Value/273)*# of days left in the academic year =

Projected Encumbrance # of days left in academic year for projected encumbrance May 1st forward

is 31 days

Formula for Encumbrance Calculations – Continued

•Faculty – 4.5 Month Contract (136 Days for 4.5 Months – Fall or Spring) (Semester Compensation Value/136)*# of days left in the spring academic

semester = Projected Encumbrance # of days left in spring academic semester for projected encumbrance May

1st forward is 31 days

•Additional Pay Please note that additional pay TMP and SUP earnings will roll into the

account code of REG earnings. So if a discrepancy is found when calculating your REG earnings please be sure to check if the employee should be receiving a TMP or SUP supplement.

Formula for Encumbrance Calculations – Continued

•Faculty – 4.5 Month Contract (136 Days for 4.5 Months – Fall or Spring) (Semester Compensation Value/136)*# of days left in the spring academic

semester = Projected Encumbrance # of days left in spring academic semester for projected encumbrance May

1st forward is 31 days

•Additional Pay Please note that additional pay TMP and SUP earnings will roll into the

account code of REG earnings. So if a discrepancy is found when calculating your REG earnings please be sure to check if the employee should be receiving a TMP or SUP supplement.

To Use for Validating Encumbrance Values

Navigation of PeopleSoft for Current Job Table

Main Menu Workforce Administration Job Information

Current JobNeed EMPL ID or Name of incumbentProvides Compensation Rate Provides information needed for the incumbent assigned into a position

Query for the Current Funding on a Department Budget Table

Main Menu HCM Reporting Tools Query Query Viewer

Query Name: UTS_CA_POSITIONS_FUNDED_FILLEDProvides current funding of positions that are currently filledProvides distribution % on split funding

To Use for Validating Encumbrance Values

Navigation of PeopleSoft for Current Job Table

Main Menu Workforce Administration Job Information

Current JobNeed EMPL ID or Name of incumbentProvides Compensation Rate Provides information needed for the incumbent assigned into a position

Query for the Current Funding on a Department Budget Table

Main Menu HCM Reporting Tools Query Query Viewer

Query Name: UTS_CA_POSITIONS_FUNDED_FILLEDProvides current funding of positions that are currently filledProvides distribution % on split funding

Custom Reports Currently Being Tested

Payroll Liquidation

Budget Actuals to Encumbrance Details

Encumbrance Details by Employee ID and Salary

Salary Roster

Custom Reports Currently Being Tested

Payroll Liquidation

Budget Actuals to Encumbrance Details

Encumbrance Details by Employee ID and Salary

Salary Roster