How to Enter Commitment Details and Review Calculations in EPBCS Web Application


Overview


This article covers how to enter additional Commitment Details via Task 7.3 Enter Commitment Details, which is the third step of entering a Commitment record in the Resource Commitment Tracking Tool (RCTT)

Critical Concepts


Steps to Take


Navigating to a Commitment Record on Task 7.3 Enter Commitment Details from Home Page

  1. Go to EPBCS
  2. Login using Single Sign-On
  3. On the EPBCS Home Page, click on the Tasks tile
  4. Click on the caret to the left of 7 - Create and Manage Commitments to expand the Task List
  5. Click on Task 7.3 Enter Commitment Details - this will automatically take you to a 3-Year Time Horizon view of your Commitment
  6. Change POV selections for Commitment ID, Scenario, Budget Type, Project, Financial Unit, Fund, and Function and click Save to retrieve detail form tied to a specific CTID - each element must be specifically tied to a Commitment record to retrieve appropriate results (i.e. you must select the specific Source ProjectTask, and not a parent member)

-OR -

Navigating to a Commitment Record on Task 7.3 Enter Commitment Details from Task 7.2 Enter Basic Commitment Data

  1. Go to EPBCS
  2. Login using Single Sign-On
  3. On the EPBCS Home Page, click on the Tasks tile
  4. Click on the caret to the left of 7 - Create and Manage Commitments to expand the Task List
  5. Click on Task 7.2 Enter Basic Commitment Data
  6. On Task 7.2 Enter Basic Commitment Data, locate the active Commitment record for which you want to enter/view details - remember that you enter data on Base Commit/Reclass Commit records, while Transfer In records are view-only
  7. Right-click on the relevant CTID to activate the Action Menu, and select one of the Details Time Horizon views: 1 Year, 3 Year, 5 Year, or 10 Year - your selection should be dependent on the length of the Commitment



  8. This selection will generate a new tab for Task 7.3 Enter Commitment Details, where you can enter additional information and take action on your Commitment

Note:

Enter Commitment Details

  1. Once you have retrieved the correct record, enter the amount(s) committed in the CT Amount row under the relevant FYxx/Assumptions column(s):



  2. In the CT Pro-Rate field, select Yes or No:
    • No indicates that a Commitment will receive the entire annual amount in the current fiscal year, and
    • Yes indicates an amount to be received that is less than the annual amount but is commensurate with start/end dates
  3. Select the CT Expenditure Type within the No Year/Assumptions column



    Note: Even though technically available for selection, 774900 CBO Recurring Allocation and 774950 CBO One-Time Allocation should only be used by the Campus Budget Office

  4. Click the Save button at the top-right of the screen to commit the details you just entered/selected to the database - previously yellow cells should turn white after a successful submission



  5. If you did not enter other details (i.e., CT Initiate Date, CT Lump Sum Month, CT Created/Approved By, or CT Destination FinU/Project Level/Fund/Function/Task) on Task 7.2 Enter Basic Commitment Data, enter them on Task 7.3 Enter Commitment Details and click the Save button

 

Review Commitment Calculation

  1. Use the scroll bar at the bottom of the screen to scroll to the right, so that you can verify that your Commitment was calculated as intended - keep in mind the following:



    • If you have selected a month in the CT Lump Sum Month field, the full annual CT Amount for the current year should appear within that month column in the current FY
    • If you have not selected a month in the CT Lump Sum Month field, the RCTT will automatically calculate an even monthly spread of your full CT Amount based on your CT Start Date
      • If CT Start Date = 07/01, then full CT Amount will be spread equally over 12 months
      • If CT Start Date > 07/01, then partial CT Amount will be spread equally over remaining months in current FY, with proportion of annual CT Amount spread determined by CT Start Date
    • You should see corresponding CT Amount Debit/Credit values in the months for which resource distributions are scheduled
      • Debits are Expenses to the source, and are expected to appear as positive amounts
      • Credits appear as negative Expenses
    • Commitments must be re-calculated on an annual basis - while you should see the scheduled distribution of the Commitment across the CT Amount row, you will not see CT Amount Debit/Credit values in future years
  2. If your Commitment is not calculating as expected, check your CT Amount value(s) and other relevant fields, including: CT Start Date, CT End Date, CT Initiate Date, CT Pro-Rate, and CT Lump Sum Month
    • Update values and repeat Steps #1-2 as necessary
  3. If any monthly adjustments (+/-) are needed, enter these amounts in the CT Monthly Adjustment Row under the relevant FYxx/Month column, and click the Save button
    • Repeat Steps #1-2 to review commitment calculations

If you still have questions or need additional assistance, please submit a ticket