Salary Encumbrance Update (PA182)

Run Position Salary Encumbrance Update (PA182) to calculate employee salary and fringe benefit amounts for the remainder of the fiscal year and purge existing encumbrance records.

You define the fiscal year end through which encumbrance is performed.

Note: PA182 should be run after each payroll period. If you run PA182 less frequently, then any calculated budget variance will be overstated.

Note: Active employee positions from Multiple Positions (PA13.1) are encumbered IF the employee has a paid status, and IF the employee's position code is designated as 'encumbered' on Position (PA02.1).

The encumbrance amount can be based on prorated salary (which is automatically calculated), on the employee position's 'user amount' (which must be an annual amount and is directly maintained by the customer). Or a custom calculation can be performed. To perform a custom calculation, contact your customer service representative.

If commitments should be posted to General Ledger and/or , the commitment flags on System Codes (GL01.4) for system code PA must be set to Y.

If employees are paid over different periods of time during the fiscal year (e.g. 9 month paid vs. 10 month paid), then employee groups must be set up to identify each group.

If the employee position's encumbered salary should be distributed, then a Payroll Distribution - Employee (PR23.1) record for the employee OR a Payroll Distribution - Positions (PR23.3) record for the employee's position code must exist.

HR encumbrances are stored using the Position Rules count category used by the employee position (by Position; by Process Level:Job-Code; or by Process Level:Department:Job-Code). Therefore, the count category should be established for the current position rules record.

Processing Effect

PA182 removes existing General Ledger/Activity/Human Resources encumbrances and recalculates them for the remainder of the fiscal year.

In addition, if you are set up on System Codes (GL01.4) to encumber to GL and/or AC for the PA system code, then encumbrance transactions are posted to the appropriate GL and/or AC commitment files.

If the employee's salary is adjusted by a standard percent increase or by pending pay actions, the program prorates each of the pay amounts (e.g. pre-increase, post-increase) based on the number of remaining calendar days in the employee's encumbrance period.

More Information

Encumbrance is calculated for all employees with a paid status. Each non-ended employee position is evaluated for encumbrance. A flag on the position code record indicates whether encumbrance should be performed.

You can:

Use the employee position's prorated salary or user amount
Apply a percent increase to the selected salary or incorporate pending actions for pay rate, user amount or pay step changes.
Perform a custom calculation to determine the encumbered amount.

Fringe costs can be encumbered as a specified percent of encumbered salary. Fringes can be distributed to an account or activity different from the employee's normal distribution.

Encumbered salary and fringes can be distributed to the payroll or position distribution accounts/activities or they can be fully distributed to the employee position's account/activity.

Different encumbrance periods can be defined for a variety of employee groups (e.g. employees paid over 9 months vs. employees paid over 10 months).

Optionally, a CSV file of encumbrance detail is created. This file is useful for documentation and can used to update encumbrances for a non-Lawson GL/Activities system.

Note: Payroll "actuals" are based on PRDISTRIB records for the 12 months ending with the fiscal year date entered on the Encumbrance Inquiry. Therefore, review the schedule for deleting Payroll History to ensure that payroll history records are appropriately available for the encumbrance inquiry.