Payroll Encumbrance Entries Through PPS

When using Decision Support transaction queries the user can choose to display automatic payroll liens and/or customized payroll liens through PPS. The PPS liens can be used in two ways:

Using the PPS encumbrance system to replace system generated payroll liens.
If you are replacing the system liens with PPS liens you must lien all employees within an account. To include PPS liens on your Decision Support reports, click on Include Pre-Encumbrances, Exclude Payroll Liens and Exclude Benefits Liens in the report criteria.

Using the PPS liens to encumber funds above and beyond the regular salary liens.
You may want to encumber a salary through the life of a grant or into the next fiscal year. You can do this by lumping the full amount into a May 31st encumbrance. This encumbrance will drop off on May 31st and must be re-entered for each new fiscal year. In this case, on the Decision Support report criteria you would only click on Include Pre-Encumbrances. You will get both the system generated liens and PPS liens.

Additional Considerations:

PPS payroll liens are entered by account number and show up on the transaction reports as pre-encumbrances.
In most cases, if you choose to encumber salaries through PPS you must enter an encumbrance for each person paid on that account. You can not mix PPS liens and automatic payroll liens within an account because this will result in duplicate liens.
The system will not accept reversal dates later than May 31st of the current fiscal year.
Negative encumbrances are not allowed.

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