Monitoring Payroll Suspense

Effective Date:

May 5, 2016


Labor Distribution


Kathy Shattuck

Basis for Procedure

A payroll suspense award is an award that holds charges that could not be posted to the appropriate project/task/award in the RF business system. Each campus has one Payroll Suspense Award for biweekly RF payroll, and one for monthly SUNY payroll to be used for a temporary holding place.

A listing of the payroll suspense award numbers for each campus is available in Payroll Suspense, Other Institutional Activity (OIA), and NIH Overage Awards Numbers.

Procedure Summary

The purpose of this document is to provide an overview of payroll suspense awards and guidance on preventing and monitoring payroll suspense awards balances.

Why Charges Go to Payroll Suspense

The following are possible causes for the RF and SUNY payroll charges are posted to the suspense award:


Labor Distribution (LD)- process that fully integrates our Grants Management, Payroll, and Human Resource modules.

Distribution Adjustments (DA)- process to move the payroll charges, when charges are within the award start and end dates. You are able to do more than one pay period at a time with this type of adjustment.

Pre-Generated Distribution- If the payroll charge item date is outside of the award’s open and end dates, a pre-generated distribution line transaction must be used to change the payroll item date to be within the award period and move the charge. These transactions are performed at Central Office only.

Related Information

Write-Off Procedure

Payroll Suspense, Other Institutional Activity (OIA), and NIH Overage Awards Numbers


Distribution Adjustment Form

Define Distribution Adjustments

Pre-Generated Distribution Line – Award to Award Request Form

Change History


Summary of Change

May 5, 2016

Update with new monitoring requirements.

August 31, 2006

New document.



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