Session D - Encumbrance Definitions Screen 10/24/19

Room 305

SESSION D

Encumbrance Definitions
Screen: How can I get Payroll
to Pre-Encumber a Certain
Way?
Joan DeKoven (SDCOE) and Anthony Rodgers (SDCOE)

Session Topics
• Welcome & Introductions
• Encumbrance Basics
• Encumbrance Processing
• Pre-Encumbrance Basics
• Pre-Encumbrance Considerations
• New Encumbrance Definitions
• Other Considerations
• Open Discussion
• Wrap Up & Closing

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Session D - Encumbrance Definitions Screen 10/24/19
Room 305

Encumbrance
Basics

Encumbrance Basics
• Position Data
 Position Information: Filled vs.Vacant
 Status: Active vs. Inactive
 Job Information: Business Unit
 Work Location: Department
• Effective Date
• Job Data
 Payroll Status: Active
 Compensation
• Department Budget Table
 Set ID (Business Unit)
 Department
 Earnings Distribution: Combo Code

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Session D - Encumbrance Definitions Screen 10/24/19
Room 305

Encumbrance Basics
• Position Data: Description

 Position Information: Filled

 Status: Active
 Job Information
• Business Unit

2019 PeopleSoft User's Conference | 10/24/19

Encumbrance Basics
• Position Data: Description

 Work Location
• Department
 Effective Date

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Session D - Encumbrance Definitions Screen 10/24/19
Room 305

Encumbrance Basics
• Position Data: Budgets and Incumbents

 Review to validate/confirm that there is an active job data record

 Clicking “Job Data” link will open a separate window

2019 PeopleSoft User's Conference | 10/24/19

Encumbrance Basics
• Job Data: Work Location

 Payroll Status: Active

 Compensation

2019 PeopleSoft User's Conference | 10/24/19

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Session D - Encumbrance Definitions Screen 10/24/19
Room 305

Encumbrance Basics
• Job Data: Compensation

 Pay Rate: Annual x (work days remaining / 260)

2019 PeopleSoft User's Conference | 10/24/19

Encumbrance Basics
• Department Budget Table: Dept Budget Earnings

 Set ID = Business Unit

 Department
 Earnings Distribution

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Session D - Encumbrance Definitions Screen 10/24/19
Room 305

Encumbrance
Proessing

Encumbrance Processing
• Payroll Confirm
• Payroll Distribution (PEDR is available)
• Payroll Encumbrances (Delivered Process)
• Encumbrance Maintenance (Customized Process)
 This process updates tax and distribution deduction distribution
• Encumbrance Definition

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Session D - Encumbrance Definitions Screen 10/24/19
Room 305

Encumbrance Processing
• Encumbrance Definitions
 Set Up HCM > Product Related > Commitment Accounting >
Encumbrance Information > Encumbrance Definition

2019 PeopleSoft User's Conference | 10/24/19

Encumbrance Processing
• Encumbrance Definitions: Tax Distribution

SUI
Medicare
OASDI

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Session D - Encumbrance Definitions Screen 10/24/19
Room 305

Encumbrance Processing
• Encumbrance Definitions: Deduction Distribution

2019 PeopleSoft User's Conference | 10/24/19

Pre-Encumbrance
Basics

PeopleSoft Conference 2019

Session D - Encumbrance Definitions Screen 10/24/19
Room 305

Pre-Encumbrance Basics
• Encumbrance Basics
 Position Data
 Job Data
 Department Budget Table
 Encumbrance Definitions
• Pre-Encumbrance
 Position Data
 Department Budget Table
 Encumbrance Definitions

2019 PeopleSoft User's Conference | 10/24/19

Pre-Encumbrance Basics
• Position Data: Description

 Position Information
• Headcount Status: Open
• Current Head Count 0 of 1
• Status: Active
 Job Information
• Business Unit
2019 PeopleSoft User's Conference | 10/24/19

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Session D - Encumbrance Definitions Screen 10/24/19
Room 305

Pre-Encumbrance Basics
• Position Data: Description

 Work Location
• Department
 Salary Admin Plan Information
• Salary Admin Plan
• Grade
2019 PeopleSoft User's Conference | 10/24/19

Pre-Encumbrance Basics
• Position Data: Specific Information

 Education and Government

• Pre-Encumbrance Indicator
• Encumber Salary Option

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Session D - Encumbrance Definitions Screen 10/24/19
Room 305

Pre-Encumbrance Basics
• Position Data: Specific Information – Education and Government

 Pre-Encumbrance Indicator
• Encumber Immediately
• Encumber on Requisition
• No Encumbrance

2019 PeopleSoft User's Conference | 10/24/19

Pre-Encumbrance Basics
• Position Data: Specific Information – Education and Government

 Encumber Salary Option

• Salary Grade Maximum
• Salary Grade Midpoint
• Salary Step
• Sum of Default Components
• User Specified Amount

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Session D - Encumbrance Definitions Screen 10/24/19
Room 305

Pre-Encumbrance Basics
• Position Data: Specific Information – Education and Government
 Encumber Salary Option
• Salary Grade Maximum
• Salary Grade Midpoint
• Salary Step
• Sum of Default Components
• User Specified Amount

2019 PeopleSoft User's Conference | 10/24/19

Pre-Encumbrance Basics
• Position Data: Budgets and Incumbents

 Headcount: Open
 Current Head Count: 0 of 1
 Current Incumbents

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Session D - Encumbrance Definitions Screen 10/24/19
Room 305

Pre-Encumbrance Basics
• Department Budget Table: Dept Budget Earnings

 Set ID = Business Unit

 Department
 Earnings Distribution

2019 PeopleSoft User's Conference | 10/24/19

Pre-Encumbrance Basics
• Encumbrance Definitions

 Department: Matches Position and DBT

 Effective Date: Beginning of the last month that processed

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Session D - Encumbrance Definitions Screen 10/24/19
Room 305

Pre-Encumbrance
Considerations

Pre-Encumbrance Scenarios
• Department change occurs while the position is vacant
 Department Budget Table: Inactivate DBT with old department
 Position Data - Description:
• Work Location: Update Department
• Salary Plan Information
• Salary Admin Plan
• Grade
 Position Data – Specific Information
• Education and Government
• Pre-Encumbrance Indicator
• Encumber Salary Option
 Department Budget Table: Create new DBT and update earnings
information
 Encumbrance Definition: Create New Encumbrance Definitions

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Session D - Encumbrance Definitions Screen 10/24/19
Room 305

Pre-Encumbrance Scenarios
• Newly Created Position
 Position Data - Description:
• Work Location: Department
• Salary Plan Information
• Salary Admin Plan
• Grade
 Position Data – Specific Information
• Education and Government
• Pre-Encumbrance Indicator
• Encumber Salary Option
 Department Budget Table: Create New DBT
 Encumbrance Definition: Create New Encumbrance Definitions

2019 PeopleSoft User's Conference | 10/24/19

New Encumbrance
Definitions

PeopleSoft Conference 2019

Session D - Encumbrance Definitions Screen 10/24/19
Room 305

New Encumbrance Definitions

• Creating New Encumbrance Definitions
 Add a New Value
 Set ID: Business Unit
 Department: New Dept
 Default Level: Position
 Position Number: Position Number
 Add

2019 PeopleSoft User's Conference | 10/24/19

New Encumbrance Definitions

• Creating New Encumbrance Definitions

 Position Number: Position Number

 Effective Date: Matches DBT Effective Date
 Tax and Deduction Distribution

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Session D - Encumbrance Definitions Screen 10/24/19
Room 305

Other
Considerations

Other Considerations
• Additional Pay

 Effect Date: Current

 End Date: Future or Blank
 Earnings:Value populated
 OK to Pay: Checked
 Earnings Code: M_ENCUMB_TAX_EARNINGS query

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Session D - Encumbrance Definitions Screen 10/24/19
Room 305

Other Considerations
• M_ENCUMB_TAX_EARNINGS

 Earn Code: Listed

 Status: Active
 Is this Setup to Encumber:YES
• Department Budget Table – Dept Budget Earnings
 Earnings Distribution
• Encumbrance Definitions
2019 PeopleSoft User's Conference | 10/24/19

Open Discussion

PeopleSoft Conference 2019

Session D - Encumbrance Definitions Screen 10/24/19
Room 305

Wrap Up & Closing

These slides and session notes are published
on the PeopleSoft Support website.
http://crc.sdcoe.net/peoplesoftconference

PeopleSoft Conference 2019