Encumbrances are expected liabilities of the University resulting from the authorization of purchase orders to vendors or agreements with University employees. DART provides users with balances for encumbrances as well as detail for closed periods. Purchase order encumbrance entries are supported by detail in UPS (University Procurement System) as well as in DART. Salary encumbrance entries are supported by detail in the PSB (Position System/Budget) application and do not have a permanent effect on fund balance; i.e., those encumbrances do not carry over into future fiscal years.
DART is designed to provide departmental users with the ability to drill down from the encumbrance balances to the detailed encumbrance transactions.
LOPC (List Open Pos for a CCC and a category) in DART (or UPS) provides additional information regarding purchase order encumbrances. The anticipated close dates of the order, expenditures posted to date, and blanket order indicators are displayed.
LPCC (List Positions for a Cost Center) in PSB provides additional information regarding salary encumbrances.
The distribution percent, the beginning and ending dates, occupation codes, employee names, and vacant position data are displayed and let you know what positions/employees are scheduled to be paid on the company cost center in question.
You may also want to execute the PSB batch job called "PBJSEDE" (Salary Encumbrance Detail Extract) on the function JOBS which provides printed or electronic file output of salary encumbrances for remaining pay periods within a fiscal year by category and cost center
Pending transactions are E-business charges that have been downloaded that have not been approved or expensed. Our e-business partners include: Staples, US Bank for the P-Card, UMB for the T-Card, and VWR. These charges are downloaded daily into UPS and nightly into DART. All of the charges for a given period are assigned a cut-off date which is the last day a charge can be approved before it is expensed. The periods are dictated by the billing cycle for each e-business partner. E-business charges are available for approval once downloaded. The cost center distributions can be changed on or before the cut-off period.
These charges are updated nightly for use by DART to reduce available funds. Since these charges are downloaded with a default cost center, the pending e-business charge will be encumbered in this cost center until modified on EIC (Electronic Invoice Charge) in UPS.
The pending e-business charges are updated nightly, so any new charges that are downloaded during the day by Business Affairs will not be reflected in DART until the next day. Also, any approved charges, cost center distribution changs or category changes will not be reflected in DART until the next day. Charges that have had cost center distribution or category changes since the nightly update will have an * located between the Ticket number and Cost columns.
The pending e-business charge amounts will be included with the encumbrance amounts on LBDC (List Balances by Dept Category for a Cost center) in the Enc/Pend column. On LBSP (List Balances for Sponsored Programs), the pending amounts are included with the commitment amounts in the Commitments & Pending column. These pending amounts will also be included on the DBR reports.
If you need assistance and can't find the answer in this or other DART documentation, call Financial Affairs at 5-4547.