---
title: "Pre-Encumbrance (PE)"
canonical: "https://kb.uconn.edu/space/FPB/10893689223/Pre-Encumbrance%20(PE)"
format: markdown
---
The Pre-Encumbrance eDoc is a one-sided entry to earmark funds for which unofficial commitments have already been made. It sets aside future expenses that are not encumbered with a Purchase Order. Pre-encumbered amounts will be included in the Encumbrance Amount column on General Ledger Balance Inquiries. Staff can learn about the Pre-Encumbrance (PE) eDoc available in Kuali Financials (KFS).    

## General Guidelines 

When completing the Pre-Encumbrance eDoc, keep the following items in mind: 

- All pre-encumbrances must be disencumbered, either automatically or manually. See Examples 1 and 2.
- If the manual disencumbrance is chosen, you may use multiple disencumbrances to partially reverse a pre-encumbrance until it is fully reversed.
- Only expense object codes may be used on a Pre-Encumbrance eDoc.
- Both the Balance Type and the Document Type are *PE* for a pre-encumbrance.

## Pre-Encumbrance Examples

### Example 1: Pre-Encumbrance with an Automatic Reversal Date

Suppose the Department Head will be traveling to a conference in 4 months. In other words, you are certain of when the actual expense will occur.  

For this example, you would do the following.  

Pre-encumber the expected travel expenses now to reduce the Expense Available Balance in the account. Reverse the pre-encumbrance when the actual costs get charged to the account 4 months from now.  

1. Navigate to the **Pre-Encumbrance Details** line.
2. Enter a reversal date in the **Reversal Date** field. On the entered date, the pre-encumbrance will reverse automatically.
3. Complete all fields on the **Encumbrance** line.
4. Leave all fields on the **Disencumbrance** line blank.

### Example 2: Pre-Encumbrance and Separate Disencumbrance 

Follow this procedure if you are uncertain as to when the actual expense will be charged to the account. 

1. Under the **Pre-Encumbrance Details **heading, leave the **Reversal Date** field blank.
2. Make note of the **eDoc number**, as you will need this number later to disencumber the funds.
3. Complete all the fields in the **Encumbrance** line.
4. Leave all the fields in the **Disencumbrance** line blank.
5. When the actual expense gets charged to the account, initiate a new Pre-Encumbrance eDoc.
6. Complete all the fields in the **Disencumbrance** line.
  - For the **Reference Number **field, enter the eDoc number you noted in **Step 2**.

## Other Examples

### Available Balances Lookup

- The pre-encumbrance amount is included in the **Encumbrance Amount** column.
- The pre-encumbrance amount reduces the Expense Available Balance.

### Open Encumbrance Lookup

- The Balance Type field is blank. Alternatively, you can enter *PE* in the **Balance Type** field.
- The pre-encumbrance amount will be listed as an encumbrance on the account.
- After the Disencumbrance is done, the amount will display in the** Closed Amount **column.

## Pre-Encumbrance Support Resources

### Accessing the Help Menu

1. Click on the small question mark icon next to the **Pre-Encumbrance** heading.  
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2. <span style="color: #000000">You will then be directed to the eDoc’s help menu. Click on the links in the menu for support articles and examples.</span>

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