Commitments Best Practices

Commitments should only be created by the committing unit to avoid double entry.
  • Receivables should only be created for units not in the Commitments application or if the obligating unit does not intend to create a Commitment.
  • Commitments should only be made for obligations from your unit.
Substantiate commitments by attaching documentation, including a robust description, and noting any helpful instructions or comments

Utilize comments when possible so the netID and timestamp are recorded.

Add as much detail possible to both commitments and sub-commitments

Status, Category, Keyword(s), Contacts, Description, Comments, Default Funding Source, etc.

Be cognizant of how your sub-commitments will appear on the Receivables side.
  • Use descriptive, meaningful sub-commitment titles.
  • Put attachments and comments that should be visible on the Receivables side in the public sections of sub-commitments.
Organize multi-year/ongoing commitments with multiple FYs instead of re-creating a new commitment each year.

Create transfers in the fiscal year they should count against.

External approval of transfers should occur at the college level.

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Routinely update commitment and sub-commitment statuses.
  • Utilize the “Processed Transfers” report to check sub-commitment statuses. Once sub-commitment obligations have been fulfilled, change their statuses to “Complete.”
  • Once all sub-commitments of a commitment have been fulfilled, change its status to “Complete.”
  • For “Pending” commitments and sub-commitments, try to update them to “Active” once the obligation becomes firm–i.e., proposal matches are awarded, retentions are successful, etc.
Transfers should not be initiated and verified by the same person; at least two people should be involved in the transfer workflow.

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