Reminder: Release Outstanding Encumbrances by June 1st

Policy Manual 10,300 (Statewide Encumbrance Policy) instructs agencies to review unliquidated encumbrances to determine if all obligations/invoices have been met/paid. Encumbrances that are no longer needed should be released.  Agencies must complete this every year by June 1^st and if they determine that any Purchase Order, Travel Authorization, or GL Encumbrance that is more than 3 years old is still needed, then they must request an extension from the Division of the Budget.

GL_017A Open Encumbrance Justification Request form should be sent to the agency budget analyst within the Division of the Budget for consideration with notification to the OAR Central Responsibilities Team at arpaycycle@ks.gov. Encumbrances that remain open beyond the 3-year limitation may be automatically closed if proper justification has not been obtained and included with the encumbrance in the accounting system. 

The SMART Team