BA automatically encumbers payment requests, travel authorizations and expense reports.
How will the encumbrances be referenced?
The reference numbers will be the 10-digit PeopleSoft assigned numbers followed by a 2 letter suffix depending on what types of charge it is.
- Payment requests will end in PR (0000005811– PR)
- Travel authorizations will end in TA (0000007488– TA)
- Expense reports will end in TE (0000008736- TE)
In BA the percent sign (%) is a wildcard so you can use the 10 digit number followed by the % sign to locate encumbrances in your area.
What will be encumbered for travel?
Only reimbursable travel expenses will be encumbered. All direct billed charges (i.e. airfare etc…) will not be encumbered at this time.
How will travel authorizations be affected?
If a travel authorization is in PeopleSoft, BA will automatically close the encumbrance for the travel authorization when the expense report is paid. This will be done by the system matching the reference numbers.
How do I assign a project to a travel or pay request encumbrance?
A BA project must be assigned by the department after the encumbrance posts to BA. To add the project go to the encumbrance tab and add the project code as shown below:
What do I do if my encumbrance is not correct?
If any encumbrance is not correct, please contact Business Operations at firstname.lastname@example.org or at 852-7549.