MENU

Accounting Services

Resources

Encumbrances

Payroll Encumbrances Overview

Fields, statuses, earncodes, and dates that can stop an encumbrance:
  1. Only encumber where the employee status is equal to A - Active or P - Leave with pay. Do not encumber on any other employee status.
  2. Do not encumber on the following earncodes - CMB - Pay per unit hourly; UNI -Pay per unit monthly; UNE - Pay per unit M18.
  3. Only encumber benefits on individuals where their "Regular/Temporary" designation on the Job panels is "Regular". Do not encumber for any "Temporary" employees.
  4. For individuals who are NOT EXCLUDED from the encumbrance program based on the programming in the existing program and the changes noted above, the salary encumbrance will be calculated as follows:

Encumber for the gross payroll amount using the Chartfields represented by the account code(s) on the effective dated JED and/or additional pay panels when:

 

JED contains a ProjectID and fund is between 2100 and 2299, encumber thru the lesser of:

  • APPOINT_END_DT on table PS_EMP or
  • Effective dated rows on JED or
  • Project End date less 120 days or
  • Fiscal Year End

JED contains a ProjectID and fund is NOT between 2100 and 2299, encumber thru the lessor of:

  • APPOINT_END_DT on table PS_EMP or
  • Effective dated rows on JED or
  • Project End date less 120 days

JED does NOT contain a ProjectID, encumber thru the lessor of:

  • APPOINT_END_DT on table PS_EMP or
  • Effective dated rows on JED or
  • Fiscal Year End

PeopleSoft

Availability

As we refine the daily production cycles and complete the implementation of other PeopleSoft modules, the windows of availability for the finance applications may change. Initially we anticipate that the system will be available as follows:

    Production Database

    • Panel access to the production database will be available from 6:00 a.m. to 6:00 p.m. daily with the exception of the regular maintenance window.
    • Web Journal Entry and MoCode applications will be available except when Journal Entry processing occurs (during the 6:00 a.m. to 6:00 p.m. window).
    • Web Journal Entry and MoCode will inactivate when the Journal Entry processing starts. The web JE will reactivate once the Journal Entry processes have completed.
    • We anticipate the start of these processes to be 6:00 p.m. daily.
    • Feeder Load cut-off is 6:00 p.m. daily.
    • Web PS Authorization should be available 24 hours daily.
    • CRR cut-off time for transmission remains unchanged at 6:00 p.m.

    Reporting Database

    • Access to the reporting database is available 6:00 a.m. to 10:00 p.m. except during the regular maintenance window.
    • Web Reporting Application should be available 24 hours daily except during the regular maintenance window.

    Regular Maintenance Window

    • Saturday 6:00 p.m. – Sunday 12:00 p.m.
    • PeopleSoft production databases may be unavailable due to hardware and software maintenance during this period.

Procurement Card

It is strongly recommended that you use the procurement card (ProCard) for your purchasing needs under $5,000 for the following reasons:

  • Reduces the number of purchase orders, non-PO vouchers, petty cash vouchers and faculty/staff reimbursements.
  • Vendors are paid faster.
  • When credits are issued to your department, the funds are credited directly to your credit card.

Please review the list of acceptable items to purchase with the ProCard.

Call Purchasing at 816-235-1371 to learn more about applying for a Procard.

Vouchers Handled Directly Through Accounting

Building rental, independent contractors for personal services, individual travel with or without vehicle rental, performance agreements, purchases from campus food services (Sodexho), refunds, room use fees and catering for conferences.

For the following items, we strongly encourage all departments to use a ProCard, whenever possible, rather than submitting a direct voucher to Accounting Services:

  • Advertising
  • Freight or delivery services
  • Magazine subscriptions
  • Memberships and dues
  • Messenger services
  • Reprints
  • Utility bills