An Organization Suspense Account (OSA) is a Project-Task-Award (PTA) that captures payroll transactions that fail to post to their original PTA.
Departments must clear suspense transactions after payroll posts in Oracle following the OSA Clearing Policy.
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
- Select Payroll and Labor Management under Finance
- Select Summary report
- In the Organization field enter the work assignment org or parent org. Alternatively, enter the 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, under the View By field, select 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.
Learn more in the How To: Create an Individual Labor Distribution Adjustment.
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.
- Go to Oracle Financials
- Select Login
- Enter SUNet ID and password, if prompted
- 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 PTA, including the offsetting salary on vacation (SOV) and vacation credit (VCR) entries.
Learn more in the How To: Create an Individual Labor Distribution Adjustment.
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. Learn more in the 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, learn more in the 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.