The Office of Sponsored Research sets up different types of PTAs based on project needs and the terms & conditions of the award. OSR understands the importance and urgency of setting up a PTA to begin the research and strives to do so within 4 business days after receiving the notice of award . If the award includes a cost sharing commitment, a cost sharing PTA must be opened. The cost sharing Task and Award must be guaranteed with an unrestricted a ward .

The research administrator can expedite the process by insuring all internal requirements noted on the SU-42 have been completed. It is essential that all protocols (human/animal subjects, training, etc.) be approved before an award can be processed.

If the budget has been significantly modified the research administrator should provide OSR with a revised budget.

ePTA

The ePTA system facilitates the creation of a new project, task and award (PTA) electronically via the internet and e-mail. ePTA is self-contained and will capture all the information required for the opening of a new PTA in the Oracle Financials system without paper forms.

ePTA also allows OSR staff to manage and monitor the set-up process of new awards with various work queues to view and access the PTA records as they proceed to set-up into Oracle Financials.

Changes to existing PTA’s in Oracle Financials, such as incremental funding, modifications, and amendments, are processed through PTA paper forms. These forms are available below.

To learn more about the ePTA system please refer to the ePTA Setup Information. Once you have requested an ePTA, you will be given access to the system and instructions on its use. If you have any questions regarding ePTA contact Tim Leung at (650) 725-5966.

PTA Setup Forms (details of each form are listed below):

OSR Forms 35-39 were updated 8/2007 to give departments a choice have their expenditure statements printed or not.

1. Stanford Sponsored Research Project PTA Setup Form, OSR Form 35
   
2. Early PTA Request Form, OSR Form 38
   
3. OSR Cost Sharing Request Form, OSR Form 37
   
4. Fellowships, OSR Form 36
   
5. University Research PTA Request Form, OSR Form 39
   
6. Request for Expenditure Allocation PTA
• Word Document
• PDF Version
  
7. Non-Sponsored Research PTA Forms Links
8. Requesting Mass Changes to PTAs

Stanford Sponsored Research Project PTA Setup Form,
OSR Form 35 - DO NOT USE THIS FORM FOR NEW PTAs, use ePTA

This document defines those attributes associated with adding or modifying existing sponsored projects, tasks, and awards in Oracle Financials that need to be specified by a school (or Independent Lab) and/or administering department. The representative is then asked to complete the PTA setup form and return it to OSR staff, who will in turn add or modify the PTA(s) that will be used for that sponsored project. PTA setups require many data elements not shown on this form; the remaining data values are entered directly by OSR account setup staff based on university business standards and award documentation. This form should be used for all sponsored projects accounts except:

Early PTA Request Form, OSR Form 38

If you are requesting the establishment of a new PTA for a sponsored project in advance of the anticipated official award start date (usually no more than 90 days), or for a PTA to be established in advance of the arrival of award documentation, please use this form rather than the Standard OSR PTA Setup Form 35.

OSR Cost Sharing Request Form, OSR Form 37

Please use this form rather than a Standard OSR PTA Setup Form 35 if you are requesting a task and award to be setup specifically for cost-sharing. This form will enable setup for the cost-sharing component of a project only; the sponsored project itself must still be established using a Standard Form 35.

Fellowships, OSR Form 36

Please use this form rather than an OSR Standard PTA Setup Form 35 if the project is a fellowship. If you are not certain whether your project is a fellowship or a sponsored project, contact the fellowship coordinator in your unit or call your OSR, ERA, or RMG representative. Additional information on fellowships (including SU-42).

University Research PTA Request Form, OSR Form 39

Please use this form rather than an OSR Standard PTA Setup Form 35 if this is for University research. See also these special instructions.

Processing PTA Mass Changes

To make changes to ROLE-related attributes (e.g., Project Manager, Task Manager, Principal Owner, Award Manager) for 10 or more PTAs, use the PTA Role Change Form.

Changes to Org codes are not available through this process. The form should be submitted to a senior OSR accountant in your school who will review and forward the request on to be updated in Oracle. A list of accountants by school is available on our OSR Home Page.

NOTE: For Capital Project accounts, a Form I must still be completed as per the current policies. In these cases, the PTA Request form should be attached to the Form I and routed to Capital Accounting for processing.

Printing Expenditure Statements

Departments have the option of having statements printed centrally and mailed out to their department or opting out, which means you print your own statements locally via ReportMart3.  Use the online template to request to print/opt out.  Use a separate form for sponsored and non sponsored awards.  Email completed templates as follows:

• Sponsored:  to Linda Erwin (lerwin@stanford.edu) in OSR
• Non-sponsored: to Jean DeMartini (jeand@stanford.edu) in Fund Accounting.

OSR or Fund Accounting will enter the “print yes/no” on the task in Oracle and this will trigger printing or stop the printing process.

Non-Sponsored Research PTA Forms Links
There are other PTA Set-up Request forms for non-sponsored PTAs. Links to those forms are:

Instructions for completing these forms is available on the Financial Gateway Site.