How much has been paid this year in Labor?

Money we have set aside and promised to pay is called an Encumbrance. Money we have set aside to pay our employees is called a Labor Encumbrance. An Encumbrance (or Labor Encumbrance) is simply money to pay a future expense. No check is issued and no payment is made when an encumbrance is created. An encumbrance is just a committment to pay. The Transaction changes from an Encumbrance to an Invoice when it is paid. You can view your Encumbrances, or promises to pay, by using the following queries. Please note: You must have Payroll security for your department to view this information.

Find how much has been paid so far this year using the following queries:

  • Budget Status Query
  • Payroll History by FOAPAL Query
  • Payroll Transaction Download

Budget Status Query

  • Under the Financial Queries menu, open the Budget Status query for your Fund and Orgn.
  • Expand the Account Summary section.
  • Your total Labor Encumbrance amounts by account that have been paid so far this year are in the 'YTD Activity' column.
  • Clicking on the 'PR' in this column will show you the amount paid to each employee paid from this Fund and Orgn.

Payroll History by FOAPAL Query

  • From the Main Menu, expand HR/Payroll then Queries.
  • Select 'Payroll History by FOAPAL'.
  • This query displays what has been paid for a certain Fund and Orgn by employee for a specified date range.

Payroll Transaction Download

  • From the Main Menu, expand HR/Payroll then Downloads.
  • Select 'Payroll Transactions'.
  • The download allows you the option to enter a Fund, Orgn, Account, Program, Activity, or Location range or any combinantion. NOTE: For any parameter you enter a From, you must also enter a To even it if is the same Fund, Orgn,etc.
  • You can even restrict the download to a particular employee or PI by entering their ID number in the Employee or PI text boxes.
  • The 'Preview' option will display the first 50 records on the screen. 'Download' will download the results to your computer and allow you to open the file as an Excel spreadsheet.
  • Once the file is in Excel, you can sort, filter, and make custom reports with the information.
  • Your results will display the employee and amount paid from your fund and orgn.