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Staff can learn about the Pre-Encumbrance (PE) eDoc available in Kuali Financial Systems (KFS).  

The Pre-Encumbrance eDoc is a one-sided entry to earmark funds for which unofficial commitments have already been made. It sets aside future expenses that are not encumbered with a Purchase Order.   Pre-encumbered amounts will be included in the “Encumbrance Amount” Encumbrance Amount column on General Ledger Balance Inquiries.   Staff can learn about the Pre-Encumbrance (PE) eDoc available in Kuali Financials (KFS).    

General Guidelines 

When completing the Pre-Encumbrance eDoc, keep the following items in mind: 

  • All pre-encumbrances must be disencumbered, either automatically or manually. See

    examples

    Examples 1 and 2.

  • If the manual disencumbrance is chosen, you may use multiple disencumbrances to partially reverse a pre-encumbrance

    ,

    until it is fully reversed. 

  • Only expense object codes may be used on a Pre-Encumbrance eDoc.

      

      

  • Both the Balance Type and the Document Type are

    “PE”

    PE for a pre-encumbrance. 

Pre-Encumbrance Examples

Example 1: Pre-Encumbrance with an Automatic Reversal Date

Suppose the Department Head will be traveling to a conference in 4 months. In other words, you are certain of when the actual expense will occur.  

For this example, you would do the following:.   

Pre-encumber the expected travel expenses now to reduce the Expense Available Balance in the account.

...

 Reverse the pre-encumbrance when the actual costs get charged to the account 4 months from now.

...

To proceed,

  

  1. Navigate to the

    ‘Pre

    Pre-Encumbrance Details

    '

    line.

  2. Enter a reversal date in the

    ‘Reversal Date’

    Reversal Date field. On the entered date, the pre-encumbrance will reverse automatically.

  3. Complete all

    the

    fields

    in

    on the

    ‘Encumbrance’

    Encumbrance line.

  4. Leave all

    the

    fields

    in

    on the Disencumbrance line blank.

    Disencumbrance lineImage Removed

Example 2: Pre-Encumbrance and Separate Disencumbrance 

You should follow Follow this procedure if you are uncertain as to when the actual expense will be charged to the account.To proceed,  

  1. Under the

    ‘Pre

    Pre-Encumbrance

    Details’

    Details heading, leave the

    ‘Reversal Date’

    Reversal Date field blank.

  2. Make note of

    the eDoc number

    the eDoc number, as you will need this number later to disencumber the funds.

    In the image shown below, the eDoc number for this Pre-Encumbrance is 10007772.
    Example Pre-Encumbrance eDoc numberImage Removed

     

  3. Complete all the fields in the

    ‘Encumbrance’

    Encumbrance line.

  4. Leave all the fields in

    the Disencumbrance line

    the Disencumbrance line blank.

  5. When the actual expense gets charged to the account,

    initiate

    initiate a new Pre-Encumbrance eDoc.

  6. Complete all

    Complete all the fields

    in the ‘Disencumbrance line 

    in the Disencumbrance line.  

    • For the

      ‘Reference Number’

      Reference Number field,

       enter

       enter the eDoc number you noted

      in 

      in Step 2.

      Image Removed

Other Examples

Available Balances Lookup

...

  • The pre-encumbrance amount is included in the

    ‘Encumbrance Amount’

    Encumbrance Amount column.

     

     

  • The pre-encumbrance amount reduces the Expense Available Balance. 

    Available Balances Lookup exampleImage Removed

Open Encumbrance Lookup

...

  • The

    ‘Balance Type’ field has been left blank.
    Info
    titleInfo

    Balance Type field is blank. Alternatively, you can enter

    “PE”

    PE in the

    ‘Balance Type’

    Balance Type field.

  • The pre-encumbrance amount will be listed as an encumbrance on the account.

      

      

  • After the Disencumbrance is done, the

    $1,850

    amount will display in the

    ‘Closed Amount’

    Closed Amount column.

    Open Encumbrance Lookup exampleImage Removed

Pre-Encumbrance Support Resources

Accessing the Help Menu

...

  1. Click on the small question mark icon next to

    the ‘Pre

    the Pre-

    Encumbrance’

    Encumbrance heading.

    question mark iconImage Removed

    question mark iconImage Added

  2. You will then be directed to

    the eDoc’s help

    the eDoc’s help menu. Click on the links in the menu for support articles and examples.


    Pre-Encumbrance help menuImage Removed

Support Contacts

Staff can reach out to the individuals listed below for help with Pre-Encumbrance.
Pre-Encumbrance support contactsImage Removed

Topic

Name

Department

Phone

PE

Annette Pavone

Accounting

(860) 486-2934

PE

Brett Paulson

Finance Systems

(860) 486-9364

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