The Proof of Encumbrance page differs based on the grant year selected, the unit cost of the expenditure item, and the number of items in a POE status.Subgrantee Functionality Only
In order to submit proof of encumbrance (POE) for an expenditure item, you must first navigate to the Subgrantee Expenditure List page, then search for items in a Needs POE status, and then submit the POE using the Proofs of Encumbrance page.
To submit proofs of encumbrance:
Select the appropriate grant from the drop-down menu in the upper right portion of the toolbar on the home page.
Click the Expenditure List Items hyperlink located in the Pending Tasks section of the page. The Subgrantee Expenditure List page displays. You can also access the Subgrantee Expenditure List page from the Administration Menu by clicking the Admin Menu button in the top toolbar and then clicking the Subgrantee Expenditure List link in Expenditure List Tools section.
Select Needs POE from the Item Status drop-down menu in the Subgrantee Expenditure List section. All items within the selected grant that match the search criteria display in the Expenditure List section. If you prefer to narrow your search results further, the Subgrantee Expenditure List section also allows you to enter search criteria into the Keywords and Project fields.
From the Subgrantee Expenditure List page, click the Needs POE hyperlink next to the expenditure item for which you are submitting a Proof of Encumbrance (POE). The Proof of Encumbrance page displays.
The Proof of Encumbrance page differs based on the grant year selected, the unit cost of the expenditure item, and the number of items in a POE status.
***If you are submitting POE for a 2006 grant expenditure item and the item has not been selected, proceed to step 5. If the item has already been selected or if you are submitting POE for a 2007 or newer grant expenditure item, skip to step 7.***
For 2006 grant expenditure items, to select an expenditure item for a new POE, you must click the Select Item link in the Expenditure column of the POE Item(s) table. The Item Criteria page displays in a new window. If you click the Select Item link and the SPARS system tells you there are currently no items in your wishlist, you can make a special request to have them added to the selected AEL category. See the Requesting Expenditure Items For a POE (2006) for this process.
Select the radio button for the desired expenditure item in the Item Wishlist section and then click the Select button at the bottom of the section. The Proof of Encumbrance page displays the selected item in the POE Item(s) table and the Proof of Encumbrance section is expanded. If you click the Select Item link and the SPARS system tells you there are currently no items in your wishlist, you can make a special request to have them added to the selected AEL category. See the Requesting Expenditure Items For a POE (2006) topic for this process.
Verify the POE number and date are correct, and then enter the vendor information into the Proof of Encumbrance section. Fields marked with the >> symbol are required.
Click the green arrow button in the far left column of the POE Item(s) table. The distribution table displays below the expenditure item description. Review the table to ensure that items are correctly distributed and the correct cost is listed.
If changes need to be made to the distribution table (i.e. changing the total quantity being ordered or if there is a need to split the expenditure items across multiple POEs), there are additional steps which must be taken. Please see Quantity and Unit Cost Changes for more information.
***If you do not need to add additional items to the POE, proceed to step 11.***
All items currently in Needs POE status requested for the same Project as the current item are listed in the Other Items section, located below the POE Item(s) section of the Proof of Encumbrance page. If more than one item is being acquired on a POE, click the appropriate [add to POE] hyperlink located in the far right column of the Other Items section. The item displays in the POE Item(s) table.
Repeat steps 2 through 9 until all of the desired expenditure(s) have been added to the POE. Click the [remove from POE] hyperlink to remove any unneeded expenditure item.
If desired, enter notes into the POE Notes field and attach any documents by clicking the Attach Documents button located in the POE Notes section.
When you have entered all of the required information and added all necessary items to the POE, click the Save POE button in the Actions section to save your changes. You are then redirected to the Subgrantee Expenditure List page, where you can see that the status of the expenditure item has changed from Needs POE to On-Order, and the Local Invoice State has changed from Needs POE to Needs Invoice.