1. 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

2. 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

3. 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)

4. 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

5. 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

6. 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

7. 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

8. 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…..

9. 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:

10. 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

11. 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

12. 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 :

13. 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!

14. 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

15. 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