Compliance
Grant & Contract Glossary
Salaries are encumbered on grant and contract accounts to assist departments in planning expenditures during the life of a grant or contract. Salaries are not encumbered on gift accounts.
The dollar amount of the salary encumbrance is calculated automatically based on the Personnel Actions submitted by the department on the Online Payroll Update System (OPUS).The departmental payroll coordinator enters the data elements into the OPUS system. The information entered into OPUS interfaces automatically into the Payroll/Personnel System (HEPPS) and Financial accounting system (FAS). It is the entry of information in OPUS that causes the salary and benefits and encumbrances to post in FIN.
Differences between departmental records of pending salaries and salary encumbrances are usually tied to OPUS actions "in process".
Departments may "turn off" the salary encumbrance feature by sending a memo to New Accounts section in GCA. The memo must be signed by the appropriate Dean. Principal Investigators are fiscally responsible should salaries (or any other category) be overspent.
Questions about this process should be directed to the GCA New Accounts section at gcanew@u.washington.edu or 206-543-8940.
Compliance
Grant & Contract Glossary
