assignment_turned_in Policy

Clearing of Organization Suspense Accounts (OSA)

The Organization Suspense Account (OSA) clearing policy requires departments to clear suspense transactions soon after the payroll posts in Oracle Financials or by the published OSA clearing deadlines. 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.


Both an OSA PTA and sweep PTA are assigned when an org is created through the organization code hierarchy process. For more details about OSAs, please visit Topic Overview: Organization Suspense Accounts (OSA).
Delays in OSA clearing result in:

  • Sponsor (and other party) invoice errors, as accounts are not charged in the appropriate time frame
  • Year-end departmental overdrafts because of accounts being over or under budget
  • Fraudulent activity that is not identified in a timely manner
  • Delay in collecting money due to the university
  • Uncollectable outstanding balances because of noncompliance

This policy includes a periodic sweep process to clear suspense transactions from the OSA PTA by moving them to the sweep PTA. The policy also imposes a fee (effective FY24, the fee is $35) on the sweep PTA for each payroll line not cleared from an OSA by the published deadlines below. OSA balances are transferred with the 51610 expenditure type that burdens earnings at the highest burden rate available; for current rates, visit Stanford Rates on the DoResearch website.

To identify the OSA PTA or OSA Sweep PTA for an org or make subsequent changes, use the Oracle Inquiry Tool: Suspense Account Query.

FY24 OSA Clearing Deadlines

Payroll Transactions Posted to OSAs Deadline to Originate OSA Labor Distribution (LD) Adjustments Deadline to Approve OSA LD Adjustments Action Description
Through Nov. 30, 2023 Dec. 15, 2023 – 5 p.m. Dec. 15, 2023 – 5 p.m.

Remaining suspense balances will be swept to the designated sweep PTA on file

A $35 per payroll line fee will be charged and posted to DEC-2023

Through Feb. 28, 2024 March 15, 2024 – 5 p.m. March 15, 2024 – 5 p.m.

Remaining suspense balances will be swept to the designated sweep PTA on file

A $35 per payroll line fee will be charged and posted to MAR-2024

Through May 31, 2024 June 14, 2024 – 5 p.m. June 14, 2024 – 5 p.m.

Remaining suspense balances will be swept to the designated sweep PTA on file

A $35 per payroll line fee will be charged and posted to JUN-2024

Through July 31, 2024 Aug. 15, 2024 – 5 p.m. Aug. 15, 2024 – 5 p.m.

Remaining suspense balances will be swept to the designated sweep PTA on file

A $35 per payroll line fee will be charged and posted to AUG-2024

Through Aug. 31, 2024 *TBD *TBD

Remaining suspense balances will be swept to the designated sweep PTA on file

Fees waived during year-end close

Year-End Close Deadlines: Labor distribution adjustments submitted by 3 p.m. are guaranteed to be approved by OSR and/or Fund Accounting End-Routes  (if applicable) for same night processing. Refer to information about end-routes at Topic Overview: Financial Transaction Approval.

Last Updated: Dec 1, 2023

Questions?

S&RO (Systems and Reporting Operations)
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