Encumbrances and Open Balances

Encumbrances and open balances represent expenses that are anticipated to be charged to a budget or, in some cases, restricted funds. You may view the total amount of encumbrances on GrantTracker, and the breakdown by account code can be found on MyFinancial.desktop under the Current Encumbrances report.

Note that encumbrances are for internal planning and monitoring only and will NOT be reflected on invoices or reports to the sponsor. All open encumbrances must be liquidated before a budget can be closed to status 4.

Encumbrance data is based on information which originates in Higher Education Personnel and Payroll System (HEPPS, the Payroll System) or Purchasing Accounting System (PAS, the Purchasing System). Open Balance data is based on information which originates from the Ariba (eProcurement) system.

What if my budget shows a $1.00 encumbrance?

Encumbrance Types and Contacts

Please contact the offices listed below with questions about specific encumbrances or to request liquidation.

Encumbrance for Encumbrance Code Object Code Establishing the Encumbrance Moving the Encumbrance Liquidating the Encumbrance
Checking Accounts/Petty Cash BCAmmddyy (with mmddyy being the current date) 37-99-02 Entered upon receipt of notification from Accounting Operations that checking account or petty cash fund has been established. GCA will move forward to continuation budgets as appropriate or contact department for disposition. Contact revfund@uw.edu to request liquidation.
Creative Communications TNXXXXX00 03-44 By Creative Communications in conjunction with the purchasing department. Contact Creative Communications at 3-5680. Contact Creative Communications at 3-5680.
Facilities and Administrative (F&A)Costs (aka Indirect Costs) ZB0299900 25-99-00 System generated at the full budgeted amount when the budget is established. N/A Decreases automatically when charges post. Will liquidate when GCA closes the budget to status 3. If F&A encumbrance appears incorrect, contact GCA via GrantTracker.
Facilities Services TSXXXXX00 any By the Facilities Services Business Office once an estimate is approved. Contact the Facilities Services Business Office at 5-1411. Contact the Facilities Services Business Office at 5-1411.
Field Advances BFA#### (with #### being a unique number assigned to each field advance) 37-99-04 Entered upon the issuance of a field advance, by Banking & Accounting Operations. Please email fieldadv@uw.edu for more information. Banking & Accounting Operations will move forward to continuation budgets as appropriate. By Banking & Accounting Operations upon reconciliation of the field advance and processing of the associated JV.
FMO BRAmmddyy (with mmddyy being the grant end date) 37-99-00 Processed by Financial Accounting Processed by Financial Accounting Processed by Financial Accounting
Purchases BPOxxxxx any Upon establishment of an ARIBA Blanket Purchase Order Open Balance. By emailing pcshelp@uw.edu Automatically as payments post against the purchase order or by request to
pcshelp@uw.edu
Restricted Funds-Restricted unexpended balances from prior years BB0035000 37-99-00 Entered at full amount of restricted unexpended balance when the carryforward is transferred. GCA will move forward to continuation budgets as appropriate. Encumbrance should correspond with the amount budgeted in the restricted fund (37-99) category. Can be removed only if the sponsor authorizes use of the prior year(s) unexpended balance in writing. If funds remained encumbered after restriction is removed, contact GCA via GrantTracker.
Salary XXXXXXXXX
(EID# of employee)
01-XX Automatically upon entry of the PAF into the HEPPS system. Automatically as the PAF is adjusted. Automatically as the PAF is adjusted or salary posts.
Benefits JE0009000 07-XX Automatically upon entry of the PAF into the HEPPS system. Automatically as the PAF is adjusted. Automatically as the PAF is adjusted or salary posts.
Subcontract payments BPOxxxxx 03-62 Through the OSP Subcontracts Office. Email ospsubs@uw.edu Email ospsubs@uw.edu
Sub-Contract Facilities and Administrative (F&A) Costs BSC999999 37-99-00 Entered at an amount equal to the F&A costs that will be charged (manually) based on the sub-contract(s) when the budget is established. GCA will move forward to continuation budgets as appropriate. Reduced by GCA as F&A cost journal vouchers are processed charging F&A cost attributable to subcontracts. Removed entirely when all pending subcontract F&A cost charges are posted.