You need to hire an individual before the research funding has come in. Here’s how to charge an employee’s salary when the cost object has not yet been assigned.

Learn about suspense cost objects

Suspense cost objects are temporary holding places for salary expenses that do not have a valid cost object at the time of posting. The expense will be charged to the department’s unrestricted general or discretionary funds until the proper cost object is set up.

Payroll charges that go into suspense for any reason will be charged to the suspense cost object belonging to the new employee’s home department, the SAP HR org unit attached to the employee’s department.

Charge to a payroll suspense cost object

For research projects that await funding, collect the salary expenses in a pending WBS object set up by the Office of Sponsored Programs (OSP). Salaries will be charged to the project the employee or student is working on and won’t have to be transferred from payroll suspense when you finally receive the funding. 

The supervisor or addressee for the suspense cost object is the same as the eDACCA recipient unless your department has requested a different one. If you’d like to change the supervisor or addressee of the suspense cost object, submit your request here

Determine what expenses can be charged

Only salary and wage expenses and the related general ledger (GL) expenses below can be charged to the payroll suspense cost object. SAP will block all other charges.

  • 422310—Tuition-RA-not MTDC
  • 422311—Tuition-other-not MTDC
  • 422315—Fellowship stipends-not MTDC
Transfer charges from a suspense cost object

It is up to the eSANDI administrator of the home department to transfer the suspensed charges to the appropriate suspense object depending on where the individual is actually working. SAP will use the suspense cost object of the HR org unit attached to the appointment. This will alert the administrator in the DLC responsible for clearing the charges.

Your DLC is responsible for monthly review and timely clearing of outstanding payroll suspense charges—within 60 days of the end of the quarter in which the suspense postings were made. 

Manage suspense item write-offs

VPF will clear out outstanding items from payroll suspense four times a year:

  • FYQ1 (for charges posted Jul-Sep)—VPF will notify you the first week of December before clearing the entry mid month.
  • FYQ2 (for charges posted Oct-Dec)—VPF will notify you the first week of March before clearing the entry mid month.
  • FYQ3 (for charges posted Jan-Mar)—VPF will notify you the first week of June before clearing the entry mid month.
  • FYQ4 (for charges posted Apr–Jun)—VPF will notify you the first week of September before clearing the entry mid month.

VPF will notify your DLC about any balances that will be cleared two weeks ahead. Uncleared charges will be transferred to the department cost center that is assigned to the suspense cost object per the “Cost Center for Write-Offs” spreadsheet. Submit your request to change the cost center used for the write-off here.

The Details

Learn about suspense cost objects

Suspense cost objects are temporary holding places for salary expenses that do not have a valid cost object at the time of posting. The expense will be charged to the department’s unrestricted general or discretionary funds until the proper cost object is set up.

Payroll charges that go into suspense for any reason will be charged to the suspense cost object belonging to the new employee’s home department, the SAP HR org unit attached to the employee’s department.

Charge to a payroll suspense cost object

For research projects that await funding, collect the salary expenses in a pending WBS object set up by the Office of Sponsored Programs (OSP). Salaries will be charged to the project the employee or student is working on and won’t have to be transferred from payroll suspense when you finally receive the funding. 

The supervisor or addressee for the suspense cost object is the same as the eDACCA recipient unless your department has requested a different one. If you’d like to change the supervisor or addressee of the suspense cost object, submit your request here

Determine what expenses can be charged

Only salary and wage expenses and the related general ledger (GL) expenses below can be charged to the payroll suspense cost object. SAP will block all other charges.

  • 422310—Tuition-RA-not MTDC
  • 422311—Tuition-other-not MTDC
  • 422315—Fellowship stipends-not MTDC
Transfer charges from a suspense cost object

It is up to the eSANDI administrator of the home department to transfer the suspensed charges to the appropriate suspense object depending on where the individual is actually working. SAP will use the suspense cost object of the HR org unit attached to the appointment. This will alert the administrator in the DLC responsible for clearing the charges.

Your DLC is responsible for monthly review and timely clearing of outstanding payroll suspense charges—within 60 days of the end of the quarter in which the suspense postings were made. 

Manage suspense item write-offs

VPF will clear out outstanding items from payroll suspense four times a year:

  • FYQ1 (for charges posted Jul-Sep)—VPF will notify you the first week of December before clearing the entry mid month.
  • FYQ2 (for charges posted Oct-Dec)—VPF will notify you the first week of March before clearing the entry mid month.
  • FYQ3 (for charges posted Jan-Mar)—VPF will notify you the first week of June before clearing the entry mid month.
  • FYQ4 (for charges posted Apr–Jun)—VPF will notify you the first week of September before clearing the entry mid month.

VPF will notify your DLC about any balances that will be cleared two weeks ahead. Uncleared charges will be transferred to the department cost center that is assigned to the suspense cost object per the “Cost Center for Write-Offs” spreadsheet. Submit your request to change the cost center used for the write-off here.

Did You Know?

You can customize your direct deposit preferences online to add an additional account.
Research and teaching assistant stipends are considered earned income and are subject to income tax withholding requirements.
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