RF Suspense Account Report

Description

Purpose

The RF Suspense Account Report is a monitoring report that lists individuals whose pay has been charged to suspense and the reason why. Use this report as a guide for modifying a labor schedule or performing a distribution adjustment to move charges out of suspense.

Frequency

This report should be run after a payroll and Labor Distribution process has been run to show actual salary expenditures that did not have valid charging instructions.

Setting Report Parameters

The following table describes the required and optional parameters to use to run the report:

Parameter

Description

Required Parameters

Parent Organization

Top level organization. Any lower level organizations will also be included. If this field is left blank, all organizations within the operating location will be included.

Employee Name

Input employee name to view suspense activity for one person.

Payroll Name

Type of payroll run. Select the correct pay period from the List of Values.

Select Biweekly.

Start Date Period

Starting pay period for which the report will be run. Select the correct pay period from the List of Values. Note: Do not input a Start Date or End Date if you want to capture all suspense activity.

End Date Period

Ending pay period for which the report will be run. Select the correct pay period from the List of Values. Note: Do not input a Start Date or End Date if you want to capture all suspense activity.

Understanding the Output

The table that follows describe the report output:

Column Heading

Description of Column

Employee Organization Name

Campus three digit location code and organization name.

Suspense Account Charging Instructions

Lists the Project , Task, Award, Exp. Org. Name and Expenditure Type.

Employee Name

Person's last name, first name.

Assign. Number

Number from the Assignment form.

Earnings Element

HR element processed in this payroll.

Original Charging Instructions

Originates from the Labor Schedule, or may be blank if not entered before Labor Distribution process was run.

Start Date

Beginning date of days in suspense.

End Date

End date of days in suspense.

Amount

Dollar amount in suspense.

Suspense Reason

The reason payroll transaction could no be processed to a project/task/award.

See the Rejection Reason Codes table below for definitions and actions to take.

Rejection Reason Codes

Rejection Reason Code

Definition

Action to Take

AWARD IS NOT ACTIVE

Award status is not applicable for processing transactions; status must be Active or At Risk to process.

 

Review award status for appropriateness.

AWARD NOT FUNDING THE PROJECT

 

Funding relationship is not set up properly.

 

Review funding relationship between project and award.

ETYPE_SLINK_INACTIVE

Expenditure type/expenditure type class inactive. The combination of expenditure type and expenditure type class is inactive as of the expenditure item date.

Change cannot be made through LD once charge has been posted to Grants. Charge will need to be input through Grants batch with correct expenditure type.

EXP ITEM DATE OUT OF AWD RANGE

 

Expenditure item date is outside of the award dates, including close date on award.

 

Review dates on award in relation to expenditure item date. Move close date on award to a date in the future, if needed.

EXP_TYPE_INACTIVE

 

Expenditure type inactive. The expenditure type has been defined, but it is either not yet effective or has already expired as of the expenditure item date.

Change cannot be made through LD once charge has been posted to Grants. Charge will need to be input through Grants batch with correct expenditure type.

INVALID_EMPLOYEE

Employee's HR assignment starts after the current system date.

Wait until after employee's assignment start date equals or is greater than current system date and central office will need to rerun PSP: Summarize and Transfer process.

NO_ASSIGNMENT

 

Employee in HR module does not have an active assignment to a specific organization (should not let you save this assignment without one) and job as of the expenditure item date.

Change employee's HR assignment to add in missing job.

 

NO CHARGING INSTRUCTIONS

A labor schedule was not created for this person.

Before LD processes are run for a given payroll, enter a labor schedule. After LD processes are run for a given payroll, a distribution adjustment needs to be processed.

NO LABOR SCHEDULE EXISTS

A labor schedule was not created for this person

Enter a labor schedule for this person in the Labor Distribution module.

NO VALID SCHEDULE EXISTS

The current labor schedule for this person contains an end date that is earlier than the end of the payroll period.

Enter a valid labor schedule for this person in the Labor Distribution module. If the Project-Task-Award numbers are still valid through the end of the specified pay period, then extend the labor schedule, or create a new schedule line with different Project-Task-Award numbers for the remaining dates in the pay period.

PA_EX_PROJECT_DATE

Expenditure item date is not within the active dates of the project.

  • Review project dates in comparison to expenditure item dates.
  • Review HR record to ensure primary flag is on an active assignment during the time of the transaction. If primary flag is on a terminated assignment, or in an inactive HR status during the time of the transaction, the system will attempt to post with the transaction using the last day in an active status. If the project cannot accept this expenditure item date (last day in an active status), the transaction is rejected when passed from LD to the Grants Module.

 

PA_EXP_TASK_EFF

Expenditure item date is not within the active dates of the task.

  • Review task dates in comparison to expenditure item date.
  • Review HR record to ensure primary flag is on an active assignment during the time of the transaction. If primary flag is on a terminated assignment, or in an inactive HR status during the time of the transaction, the system will attempt to post with the transaction using the last day in an active status. If the task cannot accept this expenditure item date (last day in an active status), the transaction is rejected when passed from LD to the Grants Module.

PA_EXP_TASK_STATUS

Under the Project, then Task to Task Details, the box for Allow Charges is unchecked.

Check the box to allow for charges to be applied to this specific task to allow for charges to be posted.

PA_EXP_TASK_TC

Under the Project, then Task to Transaction Controls, the box for Limit to Transaction Controls is checked.

Review the information under transaction controls compared to the transaction you are attempting to process.

PA_NEW_TXNS_NOT_ALLOWED

Project or Award status is not Approved, allowing transactions to be processed against it.

Review the status of the project or award.

PROJECT NOT ACTIVE

Project status is not Approved.

Review project status for appropriateness.

SCHEDULE DOES NOT EQUAL 100%

This affects biweekly employees only, as long as the correct organization is used in the HR assignment.

Adjust labor schedule to account for 100% of paid amount. If the labor schedule does not total to 100%, a portion of the paid amount is posted to the suspense award.

Helpful Tips

Effective Date: 8/20/2009 8:29:45 AM