An Organization Suspense Account (OSA) is a PTA assigned to every organization (org) to capture payroll transactions when they fail to post successfully to their original PTA.
The OSA Clearing Policy requires departments to clear suspense transactions soon after the payroll posts in Oracle or by the published OSA clearing deadlines.
Identify OSAs to Clear Using OBI PLM Dashboard
Before You Start
- Know your work assignment org(s) or suspense account PTAs, or look them up using Oracle Financials Inquiry Tools: Suspense Account Query Tool.
- Be able to run OBI Financial Reporting for the OSA account by having Financial Reporting limits for subject area "Payroll and Labor Management" and data access limit of "Salary Data".
- Have active authority for the Labor Distribution Adjustments system for the work assignment org associated with the employees whose salary you need to move.
- Go to https://bi.stanford.edu
- Log in using your SUNet ID and password
- Select Dashboards to show the drop-down selections
- Select Payroll and Labor Management under Finance
- Select Summary report
- Enter the work assignment org or parent org in the Organization field or PTA of the suspense account in the PTA Number field
- For the First Pay Period End Date and Last Pay Period End Date, enter today’s date. This ensures actual pay is not pulled but remaining charges are displayed making the report return quicker and more readable.
- Select Apply
- In the Charges Remaining section, select View By Prepare Labor Distribution Adjustment Report
- Identify amounts other than zero in the Amount column that need to be cleared
To compare the planned earnings to actual earnings by PTA and Expenditure Type, use the OBI Payroll and Labor Management Scheduled vs. Actual report All transactions must be moved from the OSA, including offsetting salary on vacation (SOV) and vacation credit (VCR) entries.
Refer to How to: Create Salary Distribution Adjustment in LD
To find a labor distribution adjuster in your school or department, refer to Oracle Financials Inquiry Tools: Labor Distribution User Query.
- The originator receives an Oracle Workflow FYI email notification.
- The LDA is routed to approvers in the order assigned in the approver list. The approver has 30 days to approve. After 30 days, the LDA is automatically purged.
- FYI recipients will receive an email notification with no action required.
- Monitor the status of the LDA in one of two ways:
In the At A Glance page; refer to How To: Manage and View Labor Distribution Adjustment Transactions. - Use the OBI Dashboard Financial Reporting Directory (FRD) and open the report Labor Distribution Adjustments (Real-time).
- Monitor the status of the LDA in one of two ways:
- Once the OSA LDA is posted, burdening charges are reversed to the OSA PTA and are applied to the transfer-to PTA based on the employee’s salary expenditure type or pay code expenditure type.
- To prevent future payroll transaction errors, refer to Prevent Future OSA Postings in Topic Overview: Organization Suspense Accounts for Labor/Prevent Future OSA Postings.
- Subscribe to the LD Adjuster distribution list to stay informed about changes and updates to Labor Distribution.
Identify OSAs to Clear Using Labor Distribution Adjustments System
Before You Start
- Have active authority to the Oracle Labor Distribution Adjustments system for the work assignment org associated with the employees needing labor distribution adjustments.
- Enter ofweb.stanford.edu in the browser
- Select Login
- As prompted, log in using SUNet ID and password
- In the Navigator pane, select SU LD Distribution Adjuster
- Select the At A Glance home page
- Scroll down to the OSA Transactions or OSA Sweep Transactions section to identify transactions to be cleared from the OSA PTA or OSA Sweep account
The OSA Transactions and OSA Sweep Transactions sections are updated on a nightly basis. The OSA Transactions section includes the Reject Code and Original PTAEs from the Labor Schedule.
- Select Download on the desired section to export the transactions to Excel
To compare the planned earnings to actual earnings by PTA and Expenditure Type, use the Scheduled vs. Actual report in OBI.
All transactions must be moved from the OSA, including offsetting salary on vacation (SOV) and vacation credit (VCR) entries.
Refer to How to: Create Salary Distribution Adjustment in LD
To find a labor distribution adjuster in your school or department, refer to Oracle Financials Inquiry Tools: Labor Distribution User Query.
- The originator receives an Oracle Workflow FYI email notification.
- The LDA is routed to approvers in the order assigned in the approver list. The approver has 30 days to approve. After 30 days, the LDA is automatically purged.
- FYI recipients will receive an email notification with no action required.
- Monitor the status of the LDA in the At A Glance page. Refer to How To: Manage and View Labor Distribution Adjustment Transactions
- Or use the OBI Dashboard Financial Reporting Directory and open the report Labor Distribution Adjustments (Real-time).
- Once the OSA LDA is posted, burdening charges are reversed to the OSA PTA and are properly applied to the transfer-to PTA based on the employee’s salary expenditure type or pay code expenditure type.
- To prevent future payroll transaction errors, refer to Topic Overview: Organization Suspense Accounts for Labor/Prevent Future OSA Postings
- Subscribe to the LD Adjuster distribution list to stay informed about changes and updates to Labor Distribution.
