Understanding How the Commitment Accounting Business Process Uses Job, Job Code, and Position DataThis chapter provides an overview of how the Commitment Accounting business process uses job, job code, and position data and describes how to:
Set up job data for encumbrance and full time equivalent edits processing.
Set up position data and job code budgeting information.
Understanding How the Commitment Accounting Business Process Uses Job, Job Code, and Position DataThe system first looks for funding sources (combination codes) on the Job Earnings Distribution page (JOB_DATA_ERNDIST) for both encumbrance and actuals funding. If it doesn't find funding sources there, it looks on the Job Data − Payroll page (JOB_DATA2). If the system can't find funding sources on either of those pages, it looks for:
A job code-level budget (if the person isn't attached to a position).
An appointment-level budget.
A position-level budget.
A position pool-level budget (if the employee is attached to a position and that position is part of a position pool).
If there is no funding information at the appointment, position, position pool, or job code level, both encumbrances and actuals funding look for department-level funding.
The Actuals Distribution funding does basically the same thing, except that it looks for job code-level funding only if the person has no position and the Used by Position Management check box is clear.
Encumbrance processing budget information is defined on the Job Data (JOB_DATA), Job Code (JOB_CODE_TBL), and Position Data (POSITION_DATA) components. To ensure that the system uses the appropriate budget information, you must set up commitment accounting processing fields on these components.
See Also
Setting Up Job Data for Encumbrance and Full Time Equivalent Edits ProcessingThe system defaults to include all JOB records in encumbrance processing. Override encumbrance processing for individual people at the job level by selecting the Encumbrance Override check box on the Job Data − Job Information page (JOB_DATA_JOBCODE) when you create a Job Data record for a person.
If you want to budget by job code, set up and maintain the FTE, Adds to FTE Actual Count, and Classified Indc (indicator) fields on the Job Data − Job Information page and the Pre-Encumbrance Indicator field on the Job Code − Evaluation Criteria page (JOBCODE_TBL2_GBL) to accurately track full time equivalent (FTE) counts for your organization. These fields impact the way the system manages and tracks FTE.
If you’re using the Position Management business process, these fields default from the position to the worker’s job data. Override these defaults by selecting the Position Data Override option on the Work Location page (JOB_DATA1).
As outlined, the system looks for budgeting information at the appointment level first. If you don't establish budgeting information on the Job Data pages, the system looks next at the position, position pool level, or job code level.
Setting Up Position Data and Job Code Budgeting InformationIf the system doesn't find budgeting information at the appointment level, it looks next at the position or position pool level. If there is no budgeting information there, the system then looks at the job code level.
If you want to budget at the position level, or if you are arranging your organization by position and you want to set up default budget information by position, set up or maintain position data that impacts full time equivalent (FTE) edits. The FTE, Adds to FTE Actual Count, Classified Indc (indicator), and Pre-Encumbrance Indicator fields are all used in Commitment Accounting processing and can be defined at the position level on the Position Data component.
The Used by Position Management check box on the Job Code − Evaluation Criteria page is selected for those job codes that are assigned to a position. If Used by Position Management is selected, the system uses any budget data you’ve established at the position/position pool level (and ignores any budget data you’ve established at the Job Code level). If the check box is clear, the system uses any budget data you’ve established at the Job Code level (and ignores any budget data you’ve established at the position/position pool level).
For job codes that aren't used by Position Management, you can also choose to pre-encumber immediately or upon requisition using the Encumbrance Indicator on the Job Code Table - Evaluation Criteria page. This option appears when the Used by Position Management check box is clear.
A pre-encumbrance is an encumbrance that occurs before an organizational relationship exists (that is, before a job record is created). On the Position Data component, you can pre-encumber funds for approved positions using the Pre-Encumbrance Indicator field. You can also select to pre-encumber immediately (that is, on the position effective date) or upon requisition. If you encumber upon requisition, specify on the New Job Opening - Specific Information page (POSITION_DATA5) whether to encumber upon the Authorization Date or the Project Fill Date. Similarly, for job codes that aren't used by Position Management, you can pre-encumber immediately or upon requisition on the Job Code component.
Only Regular earnings are encumbered/pre-encumbered. For pre-encumbrances, the system uses the salary grade/step specified in the Job Code component (or the lowest salary step if step isn't entered on the Job Code component) associated with the position or job code.