This view of the EMPLOYEE_ENCUMBRANCE table contains data on the amounts latest
encumbered for the salary for each employee for each account. Encumbered funds
have been set aside but have not yet been spent for a specific planned approved
expenditure (in this case, salaries). These funds cannot be used for any other
purpose, unless the encumbrance is removed. The data is provided by a weekly
extract from the Salary Management system. In most cases, there is one row per
employee per account number per encumbrance.
To determine the amount currently encumbered for salary expenses, broken down
||Indexed Data Elements
- Since the table is updated weekly, and only the latest encumbrances are
stored, encumbrances for weekly paid employees will appear to decrease through
the accounting period. This also makes footing to Salary Management reports
for a period rather complicated, as Salary Management stores the "current"
encumbrance balance only. The Data Warehouse is updated with payments and
encumbrance data directly following Salary Management, which may actually
be a couple days in advance of BEN Financials. To pull matching data from
BEN Financials, Salary Management and the Data Warehouse at the end of a period
you'll need to run your system reports and Warehouse queries between the Tuesday
after payroll runs, producing the last weekly check for the month, and before
the Monday af the following week. By that last Tuesday, monthly payroll has
already been run, so those actuals and updated encumbrances will be correct.
This limits the risk of retrieving data from Salary Management or the Warehouse
for the last weekly pay of the month which may, in fact, be posted to the
next BEN Financials Accounting Period. (For example, for AUG-99, reports would
have to have been run between August 27 and August 30th.)
- Keep in mind that encumbrances and payments for executive paid individuals
(JOB_CLASS.Personnel_Class 'EX' or EMPLOYEE_JOB.Appt_Employee_Type '6') are
not available in the Data Warehouse. These payments are stored in sum with all
others from the same account combination (by period) in the General Ledger
collection (and in BEN Financials) however, so cross-footing those account
combinations between Data Warehouse collections or system reports may be difficult.
- You can access an EMPLOYEE_ENCUMBRANCE_CURRENT record only if you are authorized
to access data for the employee's home school or organization, the job organization,
or the encumbrance account CNAC, ORG or Responsible_Org. Access to SSN is further restricted to specifically authorized individuals.
- The EMPLOYEE_ENCUMBRANCE_CURRENT table contains records only for encumbrances
now in effect. To access past encumbrances, use the EMPLOYEE_ENCUMBRANCE Table.
- As a result of the University's Classification Redesign Project, a new job
classification system for staff positions was developed in 1998. Job classes
in the online Payroll system and the Data Warehouse were converted to this
new system over April 8 - 9, 1998. Some classes were reused, however; only
the attributes now used for those classes are available. Faculty classes were
unaffected by this conversion.
- Use of 9-digit Encumbrance_Account numbers was phased out at the end of
June 1998, when the Payroll system became fully compliant with the present
General Ledger accounting structure. This column should be null for all records
from fiscal year 1999 onward, and Posted_COA_Account should be used instead.
- Use of 5-character Payroll department codes and 2-character Payroll school
codes was phased out at the end of June 1998, when the Payroll system became
fully compliant with the present General Ledger accounting structure. These
columns should be null for all records from fiscal year 1999 onward; in these
records, refer to Dept_Org and School_Ctr columns instead.
- In the event that an employee holds two different jobs of the same Job_Class
paid by the same account, the Salary Management system does not track specifically
which encumbrances were made for which job. The Warehouse uses the following
logic to determine the position associated with an encumbrance (the position
is represented by the Job_Link_ID):
EMPLOYEE_ENCUMBRANCE_CURRENT can be found in the DWADMIN schema, as DWADMIN.EMPLOYEE_ENCUMBRANCE_CURRENT_V.
- If there is only one job, that job's Job Link ID appears on the encumbrance
- If there's only one job with matching job class and appointment begin
/ end dates which fit the end date of the encumbrance accounting period,
that job's Job Link ID appears on the encumbrance row.
- The first distribution (lowest job sequence / distribution sequence number)
with (a) matching job class, (b) distribution start / stop dates and (c)
matching distribution account which fit the end date of the encumbrance
- If there are no jobs which fit the payment using the above three criteria,
the encumbrance is assigned to the primary appointment.
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