Organization Suspense Accounts (OSA) are PTAs assigned to an organization (org) to capture payroll transactions when they fail to post successfully to their original PTA. Departments are required to clear OSA transactions soon after the payroll is posted in Oracle.
Organization Suspense Accounts Defined
When a new org is created, as part of the Organization Code Hierarchy administered by the University Budget Office, the department must supply a PTA to be mapped as the designated Organization Suspense Account PTA.
- Additionally the department must provide a sweep PTA (typically operating budgets) where charges on the OSA PTA will be moved by central administrative staff in Financial Management Services (FMS) if departments fail to move charges to appropriate PTAs in a timely manner.
- All payroll transactions posted to the OSA reflect the 51610 expenditure type and are burdened at the highest rate.
- An employee's payroll transactions are charged to the OSA associated with the department (org) of the employee work assignment (job) in PeopleSoft.
- The Labor Distribution system is used to create labor distribution adjustments (LDAs) to clear OSA transactions.
- All transactions remaining in the OSA are swept quarterly by the Systems and Reporting Operations (S&RO) team to the sweep PTA provided by the department. Refer to Policy: Clearing of Organization Suspense Accounts for details.
To learn the OSA PTA or sweep PTA for an org or make subsequent changes, contact the Systems and Reporting Operations (S&RO) team at @email.
Reasons Why Payroll Earnings Post to Organization Suspense Accounts
- A labor schedule does not exist for an employee that should have one. This excludes students in the graduate financial support (GFS) systems and employees submitting timesheets.
- Labor schedule lines total less than 100 percent. The remaining earnings are charged to the suspense account.
- The PTA listed on the labor schedule was not valid when payroll was posted.
- The PTA assigned in Axess Timecard, Payroll or GFS was not valid.
Requirements for a PTAE to be Valid
Charging instructions which were initially successful can fail over time. Requirements for a charge to post are:
- Award status is active or at risk
- Project status is active
- Task is chargeable
- Transaction Expenditure Item Date (EID) is within the most restrictive PTA start and stop date.
- Expenditure type is not excluded via a transaction control on the project or task.
Identifying, Clearing and Preventing Future OSA Postings
Using the At A Glance page in the Labor Schedules system, Labor Schedulers can easily view employees who require action in the current pay period due to a missing a Labor Schedule or incomplete Labor Schedules under 100%.
Additionally, department labor schedulers receive proactive email notifications for the current pay period, informing them of labor schedules requiring action for employees within their authority.
The notification includes the employee labor schedule information and reason for the notification (e.g., missing labor schedule, explanation of why the PTA lines are invalid, etc.). When there are multiple labor schedulers per department, the email notifications will be sent to each individual in the department with the labor scheduler responsibility.
Taking action before the end of the pay period will prevent expenditures from posting to the department OSA. For a listing of Labor Schedule notifications, refer to Labor Schedule Notifications.
To review and clear transactions that have been posted to the OSA refer to How to: Clear Organization Suspense Accounts for Labor for step-by-step instructions if you have access to the Oracle labor distribution adjustment module and OBI reporting for Payroll and Labor Management.
If you do not have access to this module, notify the appropriate person to enter the distribution adjustment(s). To find an LD adjuster based on the person being paid, refer to Oracle Financials Inquiry Tools: Labor Distribution User Query.
The OSA policy includes a sweep process to periodically move suspense transactions to the sweep account provided by the department. Each payroll transaction included in the sweep incurs a $25 fee. This includes SOV and VCR entries that have not been cleared from suspense accounts.
Prevent Future Postings
Following are some of the most common actions a user may take to prevent future payroll transaction errors:
- Modify the employee's labor schedule (refer to How to: Create or Update Individual Labor Schedule and How to: Create or Update Individual Labor Schedule with Salary Cap).
- Modify GFS, PeopleSoft record or Axess Timecard.
- Ensure that the PTA(s) on paper timesheets are legible and that the timesheet contains the employee's assignment number.