Frequently Asked Questions

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Encumbrances

What is a Salary Encumbrance and what do I do if I need to fix one?

An encumbrance is a commitment to use funds for a specific purpose. By earmarking funds it helps departments in planning expenditures during the life of a budget. Salary encumbrances are set up automatically upon entry of costing allocations in Workday. Corrections for Salary Encumbrances are handled in the Financial Accounting department.

My grant worktag is being closed but has an open purchase order and requisition. How do I find which PO/REQ needs to be closed?

You can use the Workday report “Find Purchase Orders” to find open POs. Make sure to update the "Document Date On or After" field to 7/1/2023 to bring in the right population.

You can also use the Workday report "Grant Budget Vs. Actuals R1234". It displays encumbrances and pre-encumbrances by default. Click on the grey triangle next to encumbrance and pre-encumbrance amounts to reveal a drill-down report. This may provide additional information about the purchase order, requisition, spend authorization et al.