ENCUMBRANCE/DISENCUMBRANCE REQUEST
CALIFORNIA STATE UNIVERSITY, LONG BEACH FOUNDATION
(562) 985-7634
ENCUMBRANCE
Date:
DISENCUMBRANCE [File FIN93 Loc]
Entry Descriptions
Project #
G/L Line Item #
Department Reference
(30 characters)
(8 digits)
(6 digits)
(15 characters)
Amount
(12 digits)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
Total:
Explanation:
Prepared by:
Date:
Approved by:
Date:
AP016
Allowability Approved by:
Input by:
Date:
Input Ref#
Date:
Nov ember 1997
INSTRUCTIONS
ENCUMBRANCE/DISENCUMBRANCE REQUEST
CALIFORNIA STATE UNIVERSITY, LONG BEACH FOUNDATION
(562) 985-7634
This form is used internally to request encumbrance/disencumbrance transactions from the Foundation Purchasing Department. All
Encumbrance/Disencumbrance Requests are required to have two signatures. The individual approving the request must be at a higher level
than the preparer and must certify the accuracy of the transaction. Requesting a disencumbrance through the Foundation Monthly Report
titled Report of Unexpended Encumbrance does not need to be accompanied by this form when signed by the project director.
PLEASE CHECK ONE - Please designate whether fom is to be used for encumbrance or disencumbrance. Only one selection may be used per
form.
DESCRIPTION - Description of the transaction. This line allows 30 characters only, including spaces. For disencumbrance purposes, please
reference the Foundation Purchase Order Number.
PROJECT # - The eight-digit Foundation account number.
G.L. LINE ITEM # - The six-digit Foundation General Ledger line item number. The last two digits of the G/L Line Item Number are designated
by the Foundation as zeros; however, the Project may make arrangements with the Foundation to use these numbers to define expenses for
tracking purposes.
DEPARTMENT REFERENCE # - For encumbrance purposes, a reference number may be used at the discretion of the Project Director. The
Foundation will key in this number when inputting the request. Use of this number is optional.
TOTAL - Amount which will be encumbered/disencumbered to the project. This number allows nine characters.
EXPLANATION - Give full explanation of why this entry is being done. There is no character or space limitation on this line.
PREPARED BY - Signature or initials of the person authorizing the entries.
APPROVED BY - Signature or initial of the person authorizing the entries.
ALLOWABILITY APPROVED BY - The Foundation Internal Manager responsible for the project.
INPUT BY - Initials of the person keying the journal entry.
DATE - The date the journal entry was keyed into the system.
AP016
Nov ember 1997