Mass Labor Distribution Adjustment transactions are used to correct payroll earnings that have been posted to an incorrect account, transfer salary earnings from a single PTA to another (e.g. due to a department reorganization), or to clear an Organization Suspense Account. Use the Mass Adjustment page to transfer all salary expenses from a single account to another for one or more employees at the same time.

Only authorized users with the proper authority and training can create mass distribution adjustments using the Labor Distribution Adjustments system in Oracle Financials. Transactions are restricted to the user's Labor Distribution Adjuster authority granted in Authority Manager. Refer to Labor Distribution Adjustments Access on Fingate.

  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID and password
  1. In the Navigator pane, Select SU LD Distribution Adjuster

To avoid locking an employee's record, do not click the browser back button or close the window while creating an adjustment.

  1. Go to the Mass Adjustment page
  2. Enter the Project, Task, Award and the start and end dates for the pay period
  3. Click Search
  4. From the search results, select employees to include in the adjustment
  5. click Continue

Once you have entered the Transfer to PTA, a parent batch name will be generated for the adjustment.

Justifications must provide enough detail to inform approvers about the action(s) taken and to adequately document the transaction for historical and auditing purposes. Just as for a cost transfer through an iJournal, the justification must include who, what, when, where, why and how the costs benefit the PTA to which it is ultimately charged. For additional guidance, see Tips for Writing the Justification on the DoR website.

  1. Once you have entered a justification click Ok

If an error message is displayed:

  • Click Cancel to close the Transfer to PTA window and return to the search results page
  • Review and fix the errors
  • Click Continue to re-open the Transfer to PTA window
  • Click Ok

The LDA must be submitted within 10 minutes.

  1. Review the adjustment details.
    •  If changes are needed to the adjustment or justification, click Cancel and re-create the adjustment. 
  2. Add approvers or FYIs (optional)
    • Default approvers are selected based on the approval limits granted in Authority Manager for Labor Distribution
    • Self Approvers: Originators with sufficient approval authority for the transfer-to PTA(s) may self approve the transaction unless the debit amount on the PTA is $10,000 or over. In this case, the system assigns a secondary approver
    • End Route Approvers are assigned based on business rules. The adjustment routes to central office staff (i.e., Fund Accounting, Office of Sponsored Research) for additional review and approval
  3. Submit the adjustment for approval, or click Cancel to void the adjustment (once an adjustment has been voided, it cannot be retrieved)

Add an Approver or FYI

  1. Click Add
  2. In the popup window, select Action type: Approver or FYI
  3. Search by name or SUNet ID, select the name from the result list
  4. Click Add 

If desired, modify the approver sequence number.

FYIs must be listed after the approvers.

Replace a Default Approver:

  1. Click the delete icon to delete the row
  2. Click Add 
  3. In the popup window, select Action type: Approver or FYI
    • Search by name or SUNet ID (If needed, use the Financial Approver Query under Resources to identify an authorized approver for the Project-Task.)
  4. Click Add 

Restore Default Approvers:

  1. Click the Reset button
What Happens Next?
  • A child batch name is generated for each employee in the Mass Adjustment.
  • 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 Adjustments
  • LDAs that are fully approved (including End Route approvals) by 5pm are posted overnight and appear on reports the next day.  Note that there is no LDA posting on Day 5 and Day 6 of Month End Close. Refer to the Month End Close Deadlines for monthly deadlines.
  • Subscribe to the LD Adjuster distribution list to stay informed about changes and updates to Labor Distribution.

Questions?

arrow_upward
Back to Top