How to find TARS with outstanding encumbrance balances before fiscal year end and how to remove remaining balances.

Log into "Web Finance" Go to www.fau.edu/banner Scroll down to “Log ins” section Click on “Web Finance” Click on "Enter Secure Area"  Enter your User ID and Pin Go to "Financial Information Menu" Select "Encumbrance Query" Put in your fund number and your organization number. Put 26% into "account" - this limits the report to travel related items. The following should default: Fiscal Year = 2004, Fiscal Period = 14, Encumbrance Status = All, Commitment type = All, Chart of Accounts = 1. All else should be blank. Submit query Reading the report: Document Code column: all entries beginning with "W" are TARS. Current Commitment column is the remaining encumbrance on the TAR. Beware: total at bottom may include more than TARS! Now, what to do! Unencumbering vs cancelling a TAR

General Rule: 1a. If you are attempting to unencumber the remaining balances on your ledgers, DO NOT cancel the tarr without a full understanding of the ramification. If a traveler has been reimbursed against that tar, you CANNOT cancel the tar. Travel occurred and there is a remaining encumbrance you wish removed:   2a. If the traveler has received a reimbursement, send an email to the travel desk, bsimmons@fau.edu and ask her to unencumber the remaining balance. 2b. If the traveler will NOT be receiving a reimbursement, but the TAR has incurred charges for Direct Bill or p-Card or P.O., edit the TAR amounts down to zero except Direct Bill or p-Card or P.O. as applicable. 2c. If the traveler will NOT be receiving a reimbursement, and there are NO charges for Direct Bill or p-Card or P.O. on the TAR, two steps are necessary: 2c1. select ‘Copy to Complimentary TAR’ (on the header of the TAR), and after completing the new Complimentary tar for this travel, 2c2. then Cancel the original TAR.  This will unencumber the remaining balance, while indicating that travel occurred. Travel did NOT occur and there is a remaining encumbrance you wish removed: 3a. If the TAR has no charges for Direct Bill or p-Card or P.O. you may ‘Cancel’ the TAR.  This will unencumber any remaining balance. 3b. If the TAR has incurred charges for Direct Bill or p-Card or P.O., e.g., an airline ticket, and the charge will not be refunded to the university or  will be used for some future trip, edit the TAR amounts down to zero except Direct Bill or p-Card or P.O. as applicable.  Do not ‘Cancel’ this TAR. 3c. If the TAR has ‘Direct Bill=Yes’ and an amount for a ticket, but the ticket is being refunded, and there are no p-Card or P.O. charges, then there is a 2-step process you must complete in order to unencumber the remaining balance on the TAR: 3c1. edit the TAR, changing Direct Bill from ‘Yes’ to ‘No’; complete the edit and submit it.  3c2. now you may ‘Cancel’ the TAR.  For more detail on this please also read the information below, ‘Cancelling a TAR that has direct bill or p-Card charges’. Information regarding Cancelling a TAR that has a direct bill or p-Card charge included: 4a. First you must decide what you are trying to do. If the trip has been cancelled and you bought a ticket with a direct bill and/or used p-Card charge, you cannot cancel the tar. The reason you cannot cancel the tar through the cancel button is that you are still being charged for that ticket (perhaps, a penalty charge and/or you have already been charged on the p-Card). For any p-Card travel related charges, cancellations are handled the same way you would handle a cancellation with a visa card. You must contact the vendor and follow their instructions for reimbursement of charges. 4b. You must follow these steps for proper processing. Examples: How to cancel p-Card charges and direct billing: ·         I created a tar with a p-Card charge. Follow similar procedures when cancelling a Visa credit card charge, then you can cancel the tar. ·         I created a tar with direct billing (trip was cancelled but ticket was issued) - 2 step process First, you will have to call the travel agency not the travel desk and ask to cancel the airline ticket. The agency will provide you with instructions on "how to" cancel the airline ticket. Then go to "Look up TAR", type in the tar number. This will launch you to "Review TAR #..." screen. Go to "Edit Tar Values". In the "Reason for Modification" box, state what you are doing, i.e., travel cancelled, etc., and change "Direct Bill" - "Yes" to "Direct Bill" - "No". (Review the encumbrance line item, it should read $xxx total charge for the airline charge. Complete the edit and submit it. Now you need to cancel the tar. In the "Look up TAR" box, type in the tar number. This will launch you to "Review TAR #..." screen. On the top of the page, click on cancel. This will cancel your tar. ·         I created a tar with direct billing. The trip was cancelled before ticket was issued- 2 step process If you wish to cancel a tar that has Direct Bill on it and the ticket was never issued, travel never occurred and no expenses were incurred. Edit the tar, changing "Direct Bill" - "Yes" to "Direct Bill" - "No". Complete the edit and submit it. Now cancel the tar. Note: it is not necessary to have the all signatures in place before continuing to Step 2. How do I unencumber remaining balances on a tar? Contact bsimmons@fau.edu with request to unencumber remaining balances on a tar. DO NOT Cancel tar if monies have been expended on tar. If you have any questions, please call ATS 72748 before doing any transactions.