A Payroll encumbrance is an estimate of the salary and benefit expenses of a position for the remainder of the fiscal year and is encumbered on the account(s) based on the position distribution set up. Payroll encumbrances are created through MSS (Manager Self Service) and are posted to UAccess Financials at the beginning of every fiscal year and updated daily unless otherwise noted.
For questions regarding payroll encumbrances please contact Payroll Accounting at FNSV-Payroll-Accounting@arizona.edu.
Frequently Asked Questions
Salary Encumbrances
At the beginning of the fiscal year, salary encumbrances are loaded into UAccess Financials based on the salary and position distribution in UAccess Employee at the time. Each payroll thereafter reduces the encumbrance by the payroll amount. Any salary changes throughout the year will increase/decrease encumbrances accordingly.
Currently, project codes do not work well with salary encumbrances. If a project code is loaded into UAccess Employee through the position distribution process, the encumbrance may be randomly assigned to a different account until Workforce Systems deletes the project code from the position distribution. For more information on project codes and salary encumbrances please contact Payroll Accounting at FNSV-Payroll-Accounting@arizona.edu.
UAccess Employee will read the start/stop date of a PCN and adjust the encumbrance accordingly. For example, if the stop date of a PCN is May 1st, the PCN will only be encumbered through that date and not through the entire fiscal year.
Salary encumbrances typically run every evening except for Monday and Tuesday of a pay week. Any changes will be reflected in UAccess Financials/Analytics the following morning.
Yes, there is a process at the end of the fiscal year to clear any outstanding salary encumbrances.
First make sure all positions that were assigned to that account have had their position distribution changed to a new account. If only pennies remain for the salary encumbrance, please contact Payroll Accounting at FNSV-Payroll-Accounting@arizona.edu to clear the penny encumbrance.
Yes, due to the nature of object code 2130, encumbrances are calculated and loaded manually by Financial Services. For questions regarding salary encumbrances on object code 2130 please contact Payroll Accounting at FNSV-Payroll-Accounting@arizona.edu.