Encumbrances
Workday Encumbrances
Each night encumbrances are updated in Workday to university Cost Centers based upon daily activity in the Workday system. Purchase orders are encumbered for outstanding order amounts over $100 in fund groups 11 and 20 as well as C, K and R projects. Orders approved before 5:00 pm, associated with these fund groups, will be encumbered in Workday the next day. There is now an additional process that runs every Friday evening to close any Purchase Order that is one year old or older which was paid in full 60 days prior, OR one year old or older and was within 10% or $100 of being paid in full 60 days prior.
Contact Kelly Taylor at kelly_taylor@byu.edu or (801) 422-7015 if you need to remove an encumbrance for any reason.
Year End Encumbrances
Encumbrances become important to many at year end as they make their final purchases using their remaining university allocated budget. Two deadlines are provided at year end to assure the proper posting of your encumbrance.
- Requisitions in Workday. Allow about 10 days for purchasing personnel to source your order and for your department approver to approve the order.
- Catalog orders in Workday. These orders just need to be approved by your department approver before 5:00 pm on the last day of the year.
If you have any unusual year end encumbrance needs contact Joel Christensen in the Budget office at (801) 422-3693.