Terrible Twos example of 2 Sub-award Encumbrance POs Advise on How to deal with difficult encumbrances Objectives for this training: Review what has changed, and what has not changed, in the closeout procedures Cover how managers can implement best practices to ensure requirements/deadlines are met Provide managers with the information, tools needed to train their staff Detail processes that managers may need to review with staff to ensure consistent practice across campus AND compliance with sponsor and university requirements

Math should work: But ‘difficult encumbrances’ make it hard! $ 266,790.58 Objectives for this training: Review what has changed, and what has not changed, in the closeout procedures Cover how managers can implement best practices to ensure requirements/deadlines are met Provide managers with the information, tools needed to train their staff Detail processes that managers may need to review with staff to ensure consistent practice across campus AND compliance with sponsor and university requirements

Check to see what’s wrong… Do you have reports with funny encumbrance balances? Check to see what’s wrong… Objectives for this training: Review what has changed, and what has not changed, in the closeout procedures Cover how managers can implement best practices to ensure requirements/deadlines are met Provide managers with the information, tools needed to train their staff Detail processes that managers may need to review with staff to ensure consistent practice across campus AND compliance with sponsor and university requirements BFS (old style or classic) BearBuy + BAIRS (new style or fashionable)

Start with running Encumbrance report Objectives for this training: Review what has changed, and what has not changed, in the closeout procedures Cover how managers can implement best practices to ensure requirements/deadlines are met Provide managers with the information, tools needed to train their staff Detail processes that managers may need to review with staff to ensure consistent practice across campus AND compliance with sponsor and university requirements

A. Search using legacy System BFS - Search Objectives for this training: Review what has changed, and what has not changed, in the closeout procedures Cover how managers can implement best practices to ensure requirements/deadlines are met Provide managers with the information, tools needed to train their staff Detail processes that managers may need to review with staff to ensure consistent practice across campus AND compliance with sponsor and university requirements

BFS Search 1. Run BFS Purchase Order Inquiry Objectives for this training: Review what has changed, and what has not changed, in the closeout procedures Cover how managers can implement best practices to ensure requirements/deadlines are met Provide managers with the information, tools needed to train their staff Detail processes that managers may need to review with staff to ensure consistent practice across campus AND compliance with sponsor and university requirements

BFS Search Objectives for this training: Review what has changed, and what has not changed, in the closeout procedures Cover how managers can implement best practices to ensure requirements/deadlines are met Provide managers with the information, tools needed to train their staff Detail processes that managers may need to review with staff to ensure consistent practice across campus AND compliance with sponsor and university requirements

Un-invoiced Amount = Encumbrance….. BFS – Search 2. Run BFS PO Activity Summary Objectives for this training: Review what has changed, and what has not changed, in the closeout procedures Cover how managers can implement best practices to ensure requirements/deadlines are met Provide managers with the information, tools needed to train their staff Detail processes that managers may need to review with staff to ensure consistent practice across campus AND compliance with sponsor and university requirements Un-invoiced Amount = Encumbrance…..

BFS – side by side comparison 1. Run BFS PO Inquiry 2. Run BFS PO Activity Summary Objectives for this training: Review what has changed, and what has not changed, in the closeout procedures Cover how managers can implement best practices to ensure requirements/deadlines are met Provide managers with the information, tools needed to train their staff Detail processes that managers may need to review with staff to ensure consistent practice across campus AND compliance with sponsor and university requirements PO Inquiry : $312,716.46 Activity: : $ 270,648.77 Difference: $ 42,067.69 3. Calculate Discrepancy:

B. Search using new Systems BEARBUY Search 1. Run BAIRS Encumbrance report Objectives for this training: Review what has changed, and what has not changed, in the closeout procedures Cover how managers can implement best practices to ensure requirements/deadlines are met Provide managers with the information, tools needed to train their staff Detail processes that managers may need to review with staff to ensure consistent practice across campus AND compliance with sponsor and university requirements

Open amount + In process amount = Encumbrance….. BAIRS – BEAR BUY Search 2. Run BearBuy PO search Objectives for this training: Review what has changed, and what has not changed, in the closeout procedures Cover how managers can implement best practices to ensure requirements/deadlines are met Provide managers with the information, tools needed to train their staff Detail processes that managers may need to review with staff to ensure consistent practice across campus AND compliance with sponsor and university requirements Open amount + In process amount = Encumbrance….. $ 270,648.77

BAIRS/BearBuy – side by side comparison 1. Run BAIRS Encumbrance report 2. Run BearBuy PO inquiry Objectives for this training: Review what has changed, and what has not changed, in the closeout procedures Cover how managers can implement best practices to ensure requirements/deadlines are met Provide managers with the information, tools needed to train their staff Detail processes that managers may need to review with staff to ensure consistent practice across campus AND compliance with sponsor and university requirements BAIRS encumbrance : $312,716.46 BearBuy PO Open Amt: : $ 270,648.77 Difference: $ 42,067.69 3. Calculate Discrepancy :

BEFORE: AFTER! And how to get there! $ 266,790.58 $ 0 Objectives for this training: Review what has changed, and what has not changed, in the closeout procedures Cover how managers can implement best practices to ensure requirements/deadlines are met Provide managers with the information, tools needed to train their staff Detail processes that managers may need to review with staff to ensure consistent practice across campus AND compliance with sponsor and university requirements And how to get there!

Pre-Encumbrance Journal! Objectives for this training: Review what has changed, and what has not changed, in the closeout procedures Cover how managers can implement best practices to ensure requirements/deadlines are met Provide managers with the information, tools needed to train their staff Detail processes that managers may need to review with staff to ensure consistent practice across campus AND compliance with sponsor and university requirements Pre-encumbrance info did not transition to PI Portfolio –pre-encumbrances can only be seen in BAIRS reports. Once PO is ready to be closed Pre-encumbrance journal needs to be reversed. Disclosure

Questions? Objectives for this training: Review what has changed, and what has not changed, in the closeout procedures Cover how managers can implement best practices to ensure requirements/deadlines are met Provide managers with the information, tools needed to train their staff Detail processes that managers may need to review with staff to ensure consistent practice across campus AND compliance with sponsor and university requirements