Unit-Defined Commitments (encumbrances)

M-Pathways Unit Defined Commitments (UDCs) provide a way to add project revenue and expense encumbrances to document expected activity not accounted for by a central system. UDCs, when used with Real-Time Financials estimates, provides more accurate “bottom-line” projected amounts on financial reports, such as Project/Grant Budget Status in M-Pathways, Business Objects, and M-Reports. Departments establish specific criteria for when UDC use is appropriate.

UDCs are created in M-Pathways online or by upload:

• Online: best used to enter a single UDC. This method allows you to select a Shortcode and an Account Value as a way to enter the Chartfields for the UDC. Find step-by-step instructions for Entering a Unit Defined Commitment online here.

• Upload: best used to enter multiple UDCs. Find step-by-step instructions for Using the Unit Defined Commitments Load Template and the UDC Load Template here.

ENTER DIRECT COST COMMITMENTS ONLY: Unit Defined Commitments automatically create a corresponding indirect cost (IDC) commitment at the IDC rate of the project when applicable.  

UDCs data is refreshed hourly in M-Reports and BusinessObjects.

Suggested uses for UDCs

• To encumber substantial recurring costs that can be estimated with some degree of accuracy that are not otherwise captured in the financial reporting system (e.g. monthly animal per diem).

• To set aside funds for significant one-time expenses that will be incurred during a project budget period based on conversations with PI (e.g. DNA Sequencing charges in the third quarter of a budget period).

• To encumber significant purchases that will not show up in the M-Reports “Purchasing Commitments” column (e.g. Fisher Strategic Supplier Program purchase. PI purchases 3 400BX 208-230V ULT + W/Racks @ $9,851.18 each for a total cost of $29,553.54.  Since this is processed using a shortcode via the Strategic Supplier Program approval process, no purchase order is generated therefore, there is no entry added to the “Purchasing Commitments” column of the M-Reports PBSR).

• To encumber payroll estimates for temporary employees, the UDC can be formatted so that monthly (or bi-weekly) amounts are released at the end of each pay period.

Managing, Updating, and Releasing UDCs

The Manage Unit Defined Commitments page in M-Pathways allows you to search for, view, and update UDC commitments. Find step-by-step instructions to Manage and Update Unit Defined Commitments here.

A UDC must be released to avoid double-counting the committed amount and the actual revenue or expense. Each UDCs should include “End/Pay Date” to ensure commitments are not open ended.

Understanding UDC Data on Financial Reports

Commitment Begin and End Dates and the reporting system used determine if the UDC is active and appears on MONTHLY financial reports. UDC's appear on these reports when the end date is:

• Not specified (is blank)

• Between the last day of the closed month and the current date

UDC User Access

Request the GL UNIT DEFINED COMMIT USER role in the Online Access Request System.