Disbursement Services Section (APY)
PROCEDURE 3
Effective Date: 03/01/1998
Last Modified Date: 10/14/2003
Procedure Description
When reviewing FBM090/FBM091 reports each month, departments should look carefully at the outstanding encumbrances recorded on the report and take the action shown below if required.
Procedure Steps
Encumbrances Remaining on FBM091 after Payment or Cancellation
- Prepare a Change Request, Form P-103, to liquidate outstanding encumbrances for Purchase Orders, cancel Purchase Orders, delete lines from Purchase Orders, increase or decrease prices, and return merchandise. A comment explaining the request is required on the Change Request. Mail the request to Material and Disbursement Services.
- Prepare Form EC-111, Encumbrance Liquidation Request, for a travel encumbrance not liquidated after the payment.
Changing an Account Number on an Outstanding Encumbrance
- Ask Disbursement Services if invoicing has begun.
- If invoicing has not begun, send a Change Request to Purchasing. Include the original Requisition and Purchase Order numbers and indicate the account numbers.
- If payment has been made, process an Account Adjustment Request, Form AJ-1, to change the account number charged. Include the transaction code, check number, and date of payment must be referenced.
Procedure Reference
See also
APY Policy 2, Encumbrances
APY Appendix 3, Encumbrance Liquidation Request, Form EC-111
ACT Policy 9, FBM090/FBM091 Reports
ACT Appendix 8, FBM090/FBM091 Reports
Assistance
Call Disbursement Services Customer Service (962-0213) if you need assistance.
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