January Payroll Encumbrance Update

posted Feb 3, 2017, 2:45 PM by Barbara Thiss
We are running the January payroll encumbrance processes. Because this is the first month for Group 5 districts on HCM, one of the processes that we have to run is the calculation of the baseline encumbrances for the Group 5 districts. This is done at each go live for the new districts. Once this has completed, there are several other processes that will be run that are part of the normal payroll encumbrance processing that takes place every month. This processing will take place into the weekend. We anticipate the final updates to payroll encumbrances posting early next week.

Included in these updates are the following:
  • 10/11 Month encumbrances: Our manual calculation will update encumbrances to correctly calculate remaining encumbrances for salaries and benefits for 10 and 11 month employees. This process will happen each month until a permanent solution is developed, tested and moved into production. This is a manual calculation of filled positions because we are using the remaining months from Job data and the distribution from the Department Budget Table. When the data does not match correctly (i.e. one function on the salary line and a different function on the benefit lines), we have pulled that from the calculation and it will need to be addressed separately. 
  • Certain employees with multiple REG earnings paid to different objects: The encumbrances for health, retirement, and workers’ compensation deductions were sometimes too high. This has been corrected. 
  • Certain additional pay earnings that should be encumbered did have the earnings encumbered, but the social security, Medicare, and unemployment taxes for these earnings was not encumbered. This has been corrected. Deductions for health benefits, retirement, and workers’ compensation were correct and remain correct. 
  • Exception Hourly employees without any additional pay earnings did have the earnings encumbered, but the social security, Medicare, and unemployment taxes for these HRE earnings was not encumbered. This has been corrected. Deductions for health benefits, retirement, and workers’ compensation were correct and remain correct. 
These items encompass all known issues with encumbrance calculations. A separate notice will be sent out via the CRC once the encumbrance processing is complete. We thank you for your patience and your assistance as we have updated the encumbrance process.