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Compliance protocols MUST be approved and linked in SeRA to a SPO project record prior to award acceptance. 

See ORA's Award Acceptance Resources for additional information.

eCertification System: Learn More

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The Learn More topics provide background information for the eCertification System for Quarterly Review and Certification.

The PIs role in project expenditure review and certification

PI's confirm that all expenditures charged to an account are allowable, allocable to the project, and reasonable. This cannot be delegated. See RPH 3.2 Management of Project Expenditures

The Task Manager’s role in project expenditure review

See DoResearch

Stanford Policy on Quarterly Review and Certification of Project Expenditures

Stanford Policy

When can the PI begin Review and Certification?

The PI can begin to review and certify as soon as the Research Administrator has completed and documented their review of quarterly expenditures in the eCertification System.

What is “view 100% payroll”?

100% payroll is based on Stanford Base Salary and includes compensation for time spent on research, teaching and or other activities. It includes regular and supplemental salary. It does not include:

  • Honorarium
  • Vacation accrual
  • Bonus payment
  • Extra compensation e.g., faculty housing allowance, tuition reimbursement, income earned outside of your Stanford responsibilities such as  consulting payments

Click the View 100% payroll link on the home page or the account detail page. View 100% of payroll for yourself and non-faculty personnel. Confirm that the salary charged is reasonable in relation to the work performed and to the individual’s total payroll distribution.

What is Self-Certification?

Self-Certifiers are faculty who are not identified as Principal Investigators but have salary charges posted to sponsored projects and/or associated cost sharing accounts.  They are required to review and certify their 100% payroll distribution in the eCertification system.  These faculty must certify their own payroll distribution. The Office of Research Administration (ORA) - Research Administration Policy and Compliance (RAPC) team will send a dedicated email to Self-Certifiers each quarter to remind them of their responsibility to certify.

Quarter - to - Date expenditure data

You can use this feature to review expenditures as they post to your PTA. Data is refreshed nightly.

Why some PTAs have “Review Not Tracked” and “Cert Not Required” in the status column.

Stanford policy requires all PTAs including non-sponsored PTAs to be reviewed monthly. However, the policy does not require the research administrator to document their review in the eCertification system for the following projects.

  • Fellowship awards
  • Financial Aid Office Sponsored funded Student-Aid\
  • University Research
  • Cost-Sharing Overdrafts
  • Non-Salary threshold +/- 100
  • Project with no transactions

How to initiate an ijournal adjustment from within eCertification

Task managers can initiate ijournal adjustments for most non-salary and non-capital transactions to which they have access within eCertification.

1. From any Account Details page, open the left-hand menu by clicking the Hand icon.

2. Click Search & Adjust to view all transferable expenditures

Account Details_Search and Adjust

3. Select the expenditures you wish to adjust by clicking the checkbox on the right

Account Details_Search and Adjust

4. Select PTA Adjust by Line(s) or PTA Adjust All.  PTA Adjust by line(s) allows you to adjust each expenditure to a unique PTA.  PTA Adjust All enables all selected PTAs to be adjusted in mass to one receiving PTA.

PTA Adjust by Lines_PTA Adjust All



5. Enter the Destination  PTA to which to transfer the expenditure(s).  Begin to type the first three letters of the award to prompt the system to search for available awards that match.  Select the correct award from the list of options.  Then select the correct project and task from each drop-down list.

Destination PTA

6. Allocate by % or $

Allocate by

7. Prepare and enter a complete justification for the adjustment and click Create ijournal


8. You now must go to the ijournal module in Oracle to route each transaction individually

9. Adjustments you have created within eCert can be monitored from Monitor Journals in the left-hand menu

Monitor Journals

What will be displayed when I click the PTA information icon?

The award terms and conditions are displayed.

Commitments in the eCertification system.

Commitments are expected costs associated with future transactions. They are the same in Oracle. For details go to Fingate.

Need further eCertification assistance?  Have questions, feedback, or are experiencing other issues?  Please submit a HelpSU ticket to the eCertification Support Team and an eCertification Support Analyst will contact you shortly.


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