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HCM_WORKER_ENCUMBRANCE Table

Explanation
Contains data on the amounts currently or previously encumbered for the salary for each employee for each account, for positions managed in Workday as of July 1, 2019 or thereafter. Encumbered funds have been set aside but have not yet been spent for a specific planned approved expenditure (in this case, salaries). These funds cannot be used for any other purpose, unless the encumbrance is removed. In most cases, there is one row per employee per account number per encumbrance per period; there may be more than one row per worker if an individual occupies multiple positions, or has encumbrances from multiple account combinations.

Common Uses
To determine the amount currently or previously encumbered for salary expenses, broken down by employee or accounting segment.

ACCOUNTING_PERIOD
ENCUMBRANCE_END_DATE
ENCUMBRANCE_END_FISCAL_YEAR
ENCUMBRANCE_END_YEAR
ENCUMBRANCE_START_DATE
ENCUMBRANCE_START_FISCAL_YEAR
ENCUMBRANCE_START_YEAR
FISCAL_MONTH_SEQ
FISCAL_SORT_SEQ
FISCAL_YEAR
PENN_ID
POSTED_COA_ACCOUNT
POSTED_COA_BC
POSTED_COA_CENTER_REF
POSTED_COA_CNAC
POSTED_COA_FUND
POSTED_COA_OBJECT
POSTED_COA_ORG
POSTED_COA_PROGRAM
POSTED_COA_RESP_ORG
PRI_PENN_COST_CENTER
PRI_PENN_SCH_CTR
PRI_SUPERVISORY_ORG_ID
WORKDAY_ID

CENTER_REF_CODES (DWADMIN)
CNAC_CODES (DWADMIN)
FUND_CODES (DWADMIN)
HCM_ACADEMIC_UNIT (DWHCM)
HCM_ACAD_APPOINTMENT (DWHCM)
HCM_JOB_FAMILY (DWHCM)
HCM_PARENT_ACADEMIC_UNIT (DWHCM)
HCM_PARENT_SUPERVISORY_ORG (DWHCM)
HCM_PERSON (DWHCM)
HCM_PERSON_ADDRESS (DWHCM)
HCM_PERSON_CITIZENSHIP_COUNTRY (DWHCM)
HCM_PERSON_CITIZENSHIP_STATUS (DWHCM)
HCM_PERSON_EDUCATION (DWHCM)
HCM_PERSON_LEAVE_OF_ABSENCE (DWHCM)
HCM_PERSON_RACE_ETHNICITY (DWHCM)
HCM_PERSON_VISA (DWHCM)
HCM_POSITION (DWHCM)
HCM_POSITION_COMPENSATION (DWHCM)
HCM_POSITION_COSTING (DWHCM)
HCM_SUPERVISORY_ORG (DWHCM)
HCM_WORKER_PAYMENT (DWHCM)
LKUP_HCM_ACAD_RANK_MAP (DWHCM)
ORG_CODES (DWADMIN)
PROGRAM_CODES (DWADMIN) 

• The HCM_WORKER_ENCUMBRANCE table contains records about encumbrances associated with workers and positions managed in Workday, which came into use on July 1, 2019.
  • Each Accounting Period's data is appended to the existing table, and only the latest encumbrance for a given period is stored. Encumbrances for weekly paid employees, therefore, will appear to decrease through the accounting period.
  • For information about employee encumbrances generated by the legacy Salary Management system (through June 2019), refer to the EMPLOYEE_ENCUMBRANCE table.
• New encumbrances are generated as part of weekly and monthly payroll processing and typically will appear in the Warehouse on the morning of the last workday of the pay period. That will generally be Friday for weekly paid workers and can vary for monthly paid workers.
• Only salary encumbrance amounts are included. Employee benefits amounts are summarized at the 26-digit account level in the BALANCES table in the General Ledger collection (using the appropriate object codes, such as 5190, EB Full Time).
• Penn_ID should be used to uniquely identify records in HCM_WORKER_ENCUMBRANCE, and to join HCM_WORKER_ENCUMBRANCE to other tables in the Warehouse. Workday ID is an 8 digit field for workers and affiliates unique to Workday.  It is distinct from the Penn ID, which has the same format, but is maintained by Penn Community and is the unique identifier for individuals across Penn’s systems.
• You can access an HCM_WORKER_ENCUMBRANCE row only if you are authorized to access data for the individual's Pri_Penn_Cost_Center, the Position_Penn_Cost_Center, the Posted_COA_ORG, or the Posted_COA_Resp_ORG.
• The HCM_WORKER_ENCUMBRANCE table can be found in the DWHCM schema.

Source

Workday, via the BEN Payroll Reallocation system, both in use at Penn since July 2019.

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