Encumbrances and open balances represent expenses that are anticipated to be charged to a budget or, in some cases, restricted funds. You may view a budget's total amount of encumbrances in Grant Tracker. The breakdown by account code can be found in MyFinancial.desktop under the Current Encumbrances report. Encumbrance and open balance information is based on data from Workday and Ariba.
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.
Please contact the offices listed below with questions about specific encumbrances or to request liquidation.
|Encumbrance Type||Encumbrance Code||Object Code||Establishing the Encumbrance||Moving the Encumbrance||Liquidating the Encumbrance|
|Revolving Fund Checking Account/Petty Cash||BCAxxxxxx (xxxxxx represents the vendor number)||37-99-04||Entered by Procurement Services.||GCA will move forward to continuation budgets as appropriate or contact department for disposition.||Contact firstname.lastname@example.org.|
|Creative Communications||TNXXXXX00||03-44||Entered by Creative Communications.||Contact Creative Communications at 3-5680.||Contact Creative Communications at 3-5680.|
|Facilities and Administrative (F&A) Costs (Indirect Costs)||ZB0299900||25-99-00||System-generated at the full budgeted amount when the budget is set up. If F&A encumbrance appears incorrect, contact GCA via Grant Tracker.||N/A||Decreases automatically when charges post. Liquidates when GCA closes the budget to status 3.|
|Facilities Services||TSXXXXX00||Any||Entered by Facilities Services when an estimate is approved.||Contact Facilities Services at 5-1900.||Contact Facilities Services at 5-1900.|
|Field Advances||BFA#### (#### is a unique number assigned to each field advance)||37-99-04||Entered upon issuance of a field advance by Procurement Services. Please email email@example.com for more information.||Procurement Services will move forward to continuation budgets as appropriate.||Liquidated by Procurement Services upon reconciliation of the field advance and processing of the associated JV.|
|FMO||BRAmmddyy (mmddyy is the grant end date)||37-99-00||Processed by Financial Accounting.||Processed by Financial Accounting.||Processed by Financial Accounting.|
|Purchases||BPOxxxxx||Any||Entered upon establishment of a purchase order.||Email firstname.lastname@example.org.||Automatically as payments post against the purchase order or by request to email@example.com.|
|Restricted Funds: Restricted unexpended balances from prior years||BB0035000||37-99-00||Entered at full amount of restricted unexpended balance when the carry forward 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 remain encumbered after restriction is removed, contact GCA via Grant Tracker.|
(EID# of employee)
|01-XX||Automatically entered upon input of the costing allocation into Workday.||Automatically as the Costing Allocation is adjusted.||Automatically as the Costing Allocation is adjusted or salary posts. Learn more about salary encumbrances.|
|Benefits||JE0009000||07-XX||Automatically entered upon input of the costing allocation into Workday.||Automatically as the Costing Allocation is adjusted.||Automatically as the Costing Allocation is adjusted or salary posts. Learn more about salary encumbrances.|
|Subaward payments||BPOxxxxx||03-62||Entered by the Procurement Services Office.||Email firstname.lastname@example.org.||Email email@example.com.|
|Subaward Facilities and Administrative (F&A) Costs||BSC999999||37-99-00||Entered at budget setup at an amount equal to the F&A costs that will be charged (manually) based on the subaward.||GCA will move forward to continuation budgets as appropriate.||Reduced by GCA as JVs are processed to charge F&A costs to subawards. Removed entirely when all subaward F&A costs are posted.|