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 (typically the fourth business day after the end of the pay period) or by the published OSA clearing deadlines.
Identify OSAs to Clear Using OBI PLM Dashboard
Before You Start
- Know your suspense account PTA.
- 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 access and authority to the Labor Distribution Adjustments system for the work assignment org associated with the salary you need to move.
- Go to http://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 Actual Pay
- Enter the PTA of the suspense account in the PTA Number field.
- Run the Actual Pay report from the beginning of the fiscal year or earlier year (rather than the latest pay period) to ensure that out-of-period earnings (retro payments) are captured in the results
- Enter the Last Pay Period End Date
- Select Apply
- Select Employee – Table View from the Show Data As drop-down menu in the displayed report
- In the Actual Earnings Amount column, amounts other than zero need to be cleared
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.
Identify OSAs to Clear Using Labor Distribution Adjustments System
Before You Start
- Have access and authority to the Oracle Labor Distribution Adjustments system for the work assignment org associated with the employees you need to move.
- Enter ofweb.stanford.edu in the browser
- Click Login
- As prompted, log in using SUNet ID and password
In the Navigator pane, click SU LD Distribution Adjuster
- Select the At A Glance page
- Scroll down to the OSA Transactions or OSA Sweep Transactions section
- These sections display the transactions to be cleared from the OSA PTA or OSA Sweep account. Note: The OSA Transactions and OSA Sweep Transactions section are updated on a nightly basis.
- Click 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.
