Trapped Encumbrance

1
Trapped Encumbrance Pre-Encumbrance Process
2
Identify Specific Transactions

• Drill From Budget Overview

Increase Max Rows
Select encumbrance link
3
Identify Specific Transactions
Select to identify PO
4
Identify Specific Transactions

• Query by Chartfield, by Budget Pool

5
Identify Specific Transactions

• KK_NONPRJ_ENC_BY_CF Results

Po Status
6
Identify Specific Transactions

• PO Document Status Page

7
Closing Purchase Orders

• Finalize and budget check the PO. (Funds will
  roll back to a pre-encumbrance if this step is
  not done.)
• If an accounting date error is received, click on
  Header Details and change the accounting date
  to the current date and budget check.
• Send an email to procurementservices_at_uth.tmc.edu
  specifying the UTHSC PO number, the Buyer and
  note that the PO has been finalized and budget
  checked.

Close requests for UTTRV purchase orders should
be sent to the Travel team and UTINT purchase
orders should be sent to the appropriate Internal
Service Department.
8
Create a HEAT Ticket

• If the encumbrance balance remains after the PO
  has been closed, a HEAT ticket should be created.
• Tickets can be created through the following URL
  http//hss.uth.tmc.edu/ or by calling the
  Helpdesk at x4848.
• The problem description in HEAT ticket should
  include the PO number, voucher IDs associated
  with the PO, chartfield string and amount that is
  trapped.

Trapped pre-encumbrances are handled through the
same process except the information to be
provided would be the RQ number and purchase
orders associated with the RQ. The purchase
orders should be closed before the RQ is closed.