Monitoring Controls Over Labor Distribution

This document should be utilized by operating locations and Research Foundation (RF) central office staff responsible for the labor distribution (LD) as a guideline for developing monitoring and review procedures.

Note: This document includes only key processes and is not an inclusive listing of the controls to be created. It provides a high-level guidance for managers to assist in developing monitoring controls.

The following is a list of key items that should be reviewed for accuracy and the appropriate corrective actions taken.

The following table describes the reports that can be used for monitoring activities.

Monitoring Function	Purpose	Frequency	Recommended Report	Report Location
Review Suspense Balance.	Identify and prevent payroll charges from going to the payroll suspense award. Review transactions processed to suspense and perform timely reconciliation to correct project/task/award to ensure proper charging and invoicing of expenditures to sponsor.	Bi-weekly Monthly, before month end	RF Projected Suspense Charges Report - run prior to payroll RF Suspense Account Report - run after payroll RF Payroll Suspense Award Details 650REPORTING.GD_RF Payroll Suspense Award Details	Oracle – LD Discoverer-Grants
Review Payroll Encumbrance.	Identify employees that are not fully encumbered due to either a data exception or a lack of funds available. Take appropriate administrative action for resolution. Note: May cause awards to be overspent.	Bi-weekly	RF Payroll Encumbrance Shortage and Exception Report	Oracle - Grants
Review IFR Reimbursements. and distributions.	Ensure the sponsored program award is appropriately charged for IFR reimbursement expenditures for each month. Ensure the reimbursements are distributed to the SUNY chart of accounts	Monthly Note: Can be run before month end to view dist adjustments	RF SUNY Distribution of Grant Charges Report RF SUNY Distribution of Grant Charges by SUNY COA Report	Oracle - LD

Date	Change History
December 2, 2004	Revised to remove obsolete information and add monitoring table
September 25 , 2001	Move "Effort Reporting" section to "Effort Reporting Controls" (ldpro014.htm). Move "Payroll Suspense" and "Distribution Adjustment" sections to "Labor Distribution Adjustments" (ldpro020.htm). Move "Creation / Modification of a Labor Schedule" section to "About the Labor Distribution Function" (ldpro009.htm). The section "Running Labor Distribution Reports" is incorporated into the Reports resource area document "LD Standard Operational Reports" and the documents linked to it.