Payroll Suspense

Purpose: This section outlines department responsibilities for clearing payroll suspense and clearing suspense encumbrances.

References:

Current Status: Approved.

The payroll suspense cost center is a temporary cost center used to post payroll transactions when the actual cost center is not set up or funded in the PeopleSoft position budget table at the time the payroll is posted.

Department Responsibilities

Departments are responsible for clearing posted payroll suspense transactions and releasing any payroll encumbrances on suspense.

I. Clearing Payroll Suspense

Departments must clear payroll suspense monthly, after each pay cycle. There are typically a minimum of three (3) pay cycles per month, including two (2) bi-weekly cycles and one (1) monthly cycle. Any suspense transactions that post during the month should be cleared and posted before the end of the month.

A. Departments should run the Fiscal Year SuspenseReport after each pay cycle to identify the payroll transaction(s) charged to suspense. The navigation in the HR system is: Main Menu, UHS HRMS Payroll, Reports, FY Suspense Report. There are two (2) fiscal year suspense reports in the run control.

Fiscal Year Suspense Report (UBUD012) - updated once the finance period has closed.
HR Suspense Report (UBUD030) - updated as reallocations are processed

B. Suspense corrections must be made by submitting an electronic reallocation form (eRAF) via PeopleSoft.

C. Departments are responsible for following up to confirm that the submitted correction/reallocation has posted to the appropriate cost center before the end of the month. This check can be done by re-running the fiscal year suspense report or checking the PeopleSoft reallocation panel.

II. Releasing Payroll Encumbrances

Each month, departments must review positions funded on suspense and take appropriate actions to change the funding to the appropriate cost center, or end the job assignment if applicable.

A. Run one or both the following to identify positions that are currently in suspense and will be in suspense within the next 90 days:

HRMS_JOB_DATA_SUSP (PeopleSoft HR query) – includes employee name, dept, and position details. [As of 3/19/15, does not include positions that do not have a record in the PeopleSoft position budget table, and does not include CWS (college work study) positions].
Dept Budget Suspense Audit Report (PeopleSoft HRMS Budget>Reports) – includes position # & title, effective date of funding, and headcount of employees in the position.

B. Prepare a position request (ePRF) to fund the position(s).

C. If it is determined that the employee's job assignment will not continue, take appropriate action to end the assignment (ePAR) in accordance with university HR policies.

In order for payroll to post to a cost center, the position funding must be set up in the PeopleSoft Budget table. The position budget table is updated from either BDM (Budget Development Module) or from a position request form (ePRF). Payroll may post to suspense for the following reasons:

the position does not have a funding cost center set up in the position budget table.
the cost center funding end date occurs before the job assignment end date.
system-related issues which must be manually fixed. For example, the position's earnings are funded but one or more fringe accounts are not funded.

Recommended Payroll Suspense Management Schedule

Sample Schedule for Clearing Suspense Expenses

Sample Schedule for Clearing Suspense Encumbrances

Reports Associate with Payroll Suspense

A list of reports and descriptions can be found at: Reports Associated with Payroll Suspense

Report abuse