Procurement Encumbrances Presented by Procurement Services

Why & When Do We Encumber Funds Why do we encumber funds for Procurement? To show the commitments of each department To monitor vendor’s compliance with contract pricing When do we encumber funds? When purchase is above $25,000

How does Procurement Services Encumber Funds? Funds are encumbered from Purchase Requisitions (PD-1s) before purchases above $25,000 are made PD-1 must be completed and signed up to Vice-President or OSP level and submitted to Procurement Services

Filling out the PD-1 For accurate encumbrances, PD-1s must be filled out correctly. Your PO Box Your physical address Index Number(s) & Account Codes including any breakdown should be stated - Designate FY Estimated initial purchase price and estimated Total Contract Value should be stated

Signatures Required on PD-1 If Using:Signature Required: OSP fundsOSP Administration Funds other than OSP fundsVice President

Identifying Encumbrances When Procurement creates an encumbrance from your purchase requisition, we will provide you with a Contract Number or Purchase Order number. This number should be indicated on all invoices, BPAs, P-card reports and correspondence with Procurement Services Examples: P , CS140015, K

How to Relieve Encumbrances? Indicate the Purchase Order or Contract Number on your BPA when you make a payment against an encumbrance Indicate on P-Card report when you make a payment against an encumbrance Notify Procurement Services if encumbrance needs to be adjusted for any reason (spending less than committed, PO number not indicated on BPA, etc.)

Reducing Encumbrance with BPA Include your name, phone number, and address Indicate Procurement Services PO or Contract number only Indicate P for Partial payment or F for Final payment. Only use F for final payments on encumbrances that will NOT be renewed. “F” completely closes out the encumbrance. Make sure the index(es) and account code(s) used for payment corresponds with index authorized for encumbrance on submitted PD-1

Reducing Encumbrance with a P-Card Report Indicate Contract number or Purchase Order number in the description so that we easily know which Purchase Order or Contract was paid with P-card. For Procurement Services’ Contracts and Purchase Orders - Check to ensure ‘Pur’ is indicated on the p-card report to the right of the encumbered item. If ‘Pur’ is not indicated next to item on your p-card report, contact Procurement Services to notify us you made a payment on one of our Contracts so that we can adjust your encumbrance. If you need a p-card payment removed from the encumbrance right away, please with your request

FGIENCD Results by PO, Contract or Requisition #

Changing Funding Source on Existing Encumbrance Submit a new PD-1 Purchase Requisition Indicate encumbrance number Add new Index(es) or change distribution of Funding Sources; Obtain VP or OSP signatures

Extracting Data From Banner Must be in Bottom Section of Screen

Year end notice will come up for each roll of the encumbrance – Click OK for each

Filtering Output

Results are from first account code on encumbrance (62191). To view full encumbrance, repeat steps for each account code or Index on encumbrance.

To extract data from other indexes or accounts on the encumbrance, scroll to the Item before “CTRLing down” to the Transaction Data

Combined Output Filtered out 0’s Copy and Paste Results from second Account Code onto spreadsheet from first account code

P-card Payment Example

Questions?