How are salary encumbrances calculated at the beginning of the fiscal year and throughout the year?
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.
How do project codes effect salary encumbrances?
At this time, 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 FSO_Payroll_Accounting@fso.arizona.edu.
How do start/end dates of a Position Control Number (PCN) affect a salary encumbrance?
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.
When will I see changes to salary encumbrances?
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.
Do salary encumbrances get cleared at year-end?
Yes, there is a process at the end of the fiscal year to clear any outstanding salary encumbrances.
I want to close an account, but still see salary encumbrances on that account. What do I do?
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 FSO_Payroll_Accounting@fso.arizona.edu to clear the penny encumbrance.
Are salary encumbrances on object code 2130 (Grad Direct Bill, Tuition Remission) calculated differently than other salary encumbrances?
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 FSO_Payroll_Accounting@fso.arizona.edu.
Salary Expense Transfer (SET)
Can I submit a salary expense transfer for a prior fiscal year?
The only time a prior-year SET can be completed is during fiscal year-end, using a YEST (Year-End Salary Transfer) document. Otherwise, SET documents can only be done for the current fiscal year. See Year-End Information regarding year-end documents, deadlines, and approvals.
Can I change the object code with a salary expense transfer?
No, object codes cannot be changed using an SET.
Is Employee Related Expense (ERE) moved with a salary expense transfer?
Yes, the ERE is calculated automatically when an SET is submitted.
Is object code 2130 (Grad Direct Bill, Tuition Remission) moved with a salary expense transfer?
Yes, while object code 2130 is moved with a SET the calculation does not always work properly due to the set up of this object code. Please contact Payroll Accounting at FSO_Payroll_Accounting@fso.arizona.edu for assistance with correcting any incorrect movement.
Are encumbrances adjusted with a salary expense transfer?
Yes, encumbrances are adjusted to reflect a SET.
Can I add a project code using a salary expense transfer?
Yes, you can add a project code with a salary expense transfer, but you cannot change or delete a project code with a salary expense transfer. For assistance with changing or deleting a project code please contact Payroll Accounting at FSO_Payroll_Accounting@fso.arizona.edu.