Frequently Asked Questions
What effect do open commitments (encumbrances) have on my budget balance? -- Think of open commitments as "outstanding checks." When you write out a personal check, you immediately record it in your checkbook and decrease your checking account balance available. As soon as you create a purchase requisition, it immediately decreases your available budget balance.
What happens to old commitments (encumbrances)? -- Encumbrances remain on the system until full payment is made or the purchase order is closed by the Purchasing Agent at the department’s request. At year end, all open commitments are carried forward to the new fiscal year along with the equivalent budget and added to the new fiscal year’s base budget.
Please contact the Purchasing Department at ext. 3-4136 to review or close out old purchase orders.
What are departmental charge backs? -- Many departments on campus provide specialized support services to other departments. For example, the University's Print Shop provides services for on campus printing. Generally, the department which provides the service pays for the initial expenditures associated with the service. After the service has been provided, its cost is charged back to the department which has received the service. Charge backs are posted to departmental operating budgets by the Budget Office.
Kutztown, PA 19530