Labor Distribution Adjustments (LDAs) require review and approval by individuals with Labor Distribution Approval authority over each PTA charged. Approvers can return LDAs if not enough information is provided, or when modifications to the original transaction are necessary. The originator of the LDA may then edit and resubmit for approval or void the transaction. Approvers have 30 days to approve an LDA. After 30 days, the LDA is automatically purged.
Approve or Reject LDAs Using the Labor Distribution Adjustments System
Before You Start
You will need a SUNet ID and password and have Labor Distribution Approval authority granted in Authority Manager. Refer to Topic Overview: Financial Transaction Approval.
Utilize the Cost Transfer Approval Checklist to ensure compliance with university policies.
The approver is responsible for determining whether:
- The expenditure is reasonable, necessary and compliant with all university policies.
- The charges are correct, allowable for the account, allocable and properly coded.
- Charges are appropriately documented and are recorded in a consistent manner.
- Funds are available in the account being charged.
- Enter ofweb.stanford.edu in the browser
- Click Login
- As prompted, log in using SUNet ID and password
- In the Navigator pane, Select SU LD Distribution Adjuster
In the Transactions Requiring My Approval section of the At A Glance page, click the LDA Batch Name of the adjustment to open the Oracle Workflow notification and review the adjustment for correctness and proper use of funds.
Justifications must provide enough detail to inform approvers about the action(s) taken and to adequately document the transaction for historical and auditing purposes. Just as for a cost transfer through an iJournal, the justification must include who, what, when, where, why and how the costs benefit the PTA to which it is ultimately charged. For Mass Adjustments the reason must be the same for all costs transferred. For additional guidance, see Tips for Writing the Justification on the DoR website.
- If the adjustment is correct, select Approve
- To return the adjustment to the originator, select Reject (you'll be required to enter Comments in the Response section)
- Select the appropriate link to review another transaction
- When all reviews are completed, select logout
- Rejected transactions appear with a Returned status in the Pending Transactions section on the originator's At A Glance page in the Labor Distribution Adjustments system
- The originator will have the option to Edit or Void returned transactions. Refer to How To: Manage and View Labor Distribution Adjustments
- LDAs that are fully approved (including End Route approvals) by 5pm are posted overnight and appear on reports the next day
There is no LDA posting on Day 5 and Day 6 of Month End Close. For more information, see Month-End Close Deadlines
Via Oracle Worklist
Before You Start
You will need a SUNet ID and password and have Labor Distribution Approval authority granted in Authority Manager. Refer to Topic Overview: Financial Transaction Approval.
Utilize the Cost Transfer Approval Checklist to ensure compliance with university policies.
The approver is responsible for determining whether:
- The expenditure is reasonable, necessary and compliant with all university policies.
- The charges are correct, allowable for the account, allocable and properly coded.
- Charges are appropriately documented and are recorded in a consistent manner.
- Funds are available in the account being charged.
- Enter ofweb.stanford.edu in the browser
- Click Login
- As prompted, log in using SUNet ID and password
- Go to your Workflow Notifications Worklist
- Find your notification (use the Type column to sort)
Notifications can also be received via email. The notification contains a link to the Workflow Notifications Worklist
- Select Distribution Adjustment [X] requires your approval in the Subject column
- Review the adjustment for correctness and proper use of funds
Justifications must provide enough detail to inform approvers about the action(s) taken and to adequately document the transaction for historical and auditing purposes. Just as for a cost transfer through an iJournal, the justification must include who, what, when, where, why and how the costs benefit the PTA to which it is ultimately charged. For Mass Adjustments the reason must be the same for all costs transferred. For additional guidance, see Tips for Writing the Justification on the DoR website.
- If the adjustment is correct, select Approve
- To return the adjustment to the originator, select Reject (You will be required to enter comments in the response section)
- The Workflow Notifications Worklist screen will display
- Select the appropriate link to review another transaction
- When all reviews are completed, select logout
- Rejected transactions appear with a Returned status in the Pending Transactions section on the originator's At A Glance page in the Labor Distribution Adjustments system
- The originator will have the option to Edit or Void returned transactions. Refer to How To: Manage and View Labor Distribution Adjustments
- LDAs that are fully approved (including End Route approvals) by 5pm are posted overnight and appear on reports the next day
There is no LDA posting on Day 5 and Day 6 of Month End Close. For more information, see Month-End Close Deadlines
