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 OSA Sweep PTA are assigned when an org is created through the organization code hierarchy process.
The organization suspense account (OSA) clearing policy requires departments to clear an OSA’s suspense transactions (transactions posted to a suspense account) soon after payroll posts in Oracle Financials or by the OSA clearing deadlines below. Suspense transactions not cleared by the published OSA deadlines undergo a sweep process by Financial Management Services (FMS), in which the transactions will:
- Be moved from the OSA PTA to the OSA Sweep PTA on file
- Reflect the 51610 suspense expenditure type and be burdened at the highest rate available
- Be charged a sweep fee of $35 per payroll line
To identify the OSA PTA or OSA Sweep PTA for an org, use the Suspense Account Query Tool; authorized budget officers may request changes to suspense accounts.
Importance of Clearing OSAs on time
Clearing OSAs in a timely manner is important to stewarding Stanford’s financial resources, as delays in OSA clearing result in:
- Sponsor (and other party) invoice errors, as accounts are not charged in the appropriate time frame
- Delay in collecting money due to the university
- Uncollectable outstanding balances because of noncompliance
- Fraudulent activity that is not identified in a timely manner
- Year-end departmental overdrafts because of accounts being over or under budget
FY25 OSA Clearing Deadlines
| Payroll Transactions Posted to OSAs | Deadline to Originate and Approve OSA Labor Distribution (LD) Adjustments | Action Description |
|---|---|---|
| Through Nov. 30, 2024 | Dec. 13, 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 DEC-2024 |
| Through Feb. 28, 2025 | March 14, 2025 – 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-2025. |
| Through May 31, 2025 | June 13, 2025 – 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-2025. |
| Through July 31, 2025 | Aug. 15, 2025 – 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-2025. |
| Through Aug. 31, 2025 | *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.
