In January 2012, the university implemented a policy to expedite the clearing of Organization Suspense Accounts (OSAs). An OSA is a project-task-award (PTA) that is set up for each organization (org) to hold payroll transactions that have been rejected by the Oracle Financials system.

The policy specifies a sweep process that periodically clears suspense transactions from the OSA by moving them to the designated sweep PTA, and imposes a $25 fee for each payroll line not cleared from an OSA by the published deadlines. OSA balances are transferred with the 51610 expenditure type that burdens at the highest burden rate available. For current rates, visit Stanford Rates on the DoResearch website.
Both the OSA PTA and sweep PTA are established when an org is created.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 budgeted
  • Fraudulent activity that is not identified in a timely manner
  • Delay in collecting money due to the university
  • Uncollectable outstanding balances because of non-compliance
FY22 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 11/30/2021 12/15/2021 – 5 p.m. 12/15/2021 – 5 p.m.

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

A $25 per payroll line fee will be charged and posted to DEC-2021

Through 02/28/2022 03/15/2022 – 5 p.m. 03/15/2022 – 5 p.m.

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

A $25 per payroll line fee will be charged and posted to MAR-2022

Through 05/31/2022 06/15/2022 – 5 p.m. 06/15/2022 – 5 p.m.

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

A $25 per payroll line fee will be charged and posted to JUN-2022

Through 07/31/2022 08/15/2022 – 5 p.m. 08/15/2022 – 5 p.m.

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

A $25 per payroll line fee will be charged and posted to AUG-2022

Through 08/31/2022 *TBD *TBD

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

Fees waived

 *Year-End Close Deadlines: LD 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: Authority to Approve Financial Transactions – Workflow Participants.

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