PTA Manager
Early Account/PTA Request Guide - Use when a sponsored award has not yet been fully accepted by Stanford, but an investigator wants to begin working on and charging expenses to the project.
New Account/PTA Setup Guide - Use when Stanford has fully accepted a new sponsored award.
ORA-2223: SeRA New Sponsored Account / PTA Setup - 1 hour Zoom Webinar
Account/PTA Amendments Guide - Use when Stanford has received a sponsored award amendment that affects the PTA of an ongoing award e.g. when incremental funding is received.
Extended Account/PTA Request Guide - Use when a No Cost Extension request is pending sponsor approval and the investigator wants to continue working on the project in the interim.
Sponsored PTA Setup Matrix - Identifies under what circumstances new projects, tasks, and awards are required to be created for sponsored project PTAs. At a high-level, tasks are used to separate expenses on sponsored project PTAs, and awards are used to separate sponsor billing/invoicing.
Need to make a change to an existing Sponsored PTA?
From within SeRA prepare and submit the appropriate Central Office Request Form
Sponsored PTA Roles
Project
Project Owner (PO)
[Lead] PI of the project
Project Manager (PM)
Administrator. Units vary on who they assign for this. Some list the same person as the award manager; some list the department manager or DFO, and for URAs; some URA sponsors request that a financial admin from the URA sponsor be listed for this. PMs have full reporting visibility for the entire project = across all tasks and awards associated with the given project.
Task
Task Owner (TO)
PI or Other Stanford Investigator (OSI). Listed on the associated SeRA SPO record and is a member of the academic council, University Medical Line faculty, or has a PI waiver (reference RPH 3.2.5). TOs have FFIT visibility for their task. They are responsible for reviewing and certifying all expenditures on their task quarterly in the eCertification system.
- Tasks are used to separate expenditures.
Task Manager (TM)
Research/finance administrator for the PI or OSI. TMs have reporting visibility for their task. They are responsible for reviewing all expenditures on their task monthly and recording their review quarterly in the eCertification system.
Award
Award Owner (AO)
[Lead] PI. AOs have FFIT visibility across all tasks for the given award. They receive SeRA system emails and notifications related to the award e.g., award amendment Notices of Award, closeout notifications, etc.
- Awards are used to separate sponsor billing and invoicing.
Award Manager (AM)
Typically and recommended, Research/finance administrator for the PI. AMs have reporting visibility across all tasks for the given award. This individual receive SeRA system emails and notifications related to the award, e.g., award amendment Notices of Award, closeout notifications, etc.
When Projects Include Multiple Investigators
It is HIGHLY recommended to establish separate tasks for each investigator to...
- Facilitate award management
- Ensure task expenditure review and certification is done by the individuals with the best firsthand knowledge
- Appropriately allocate indirect costs, especially when collaboration occurs between two or more departments
For example, when a project includes a PI and/or Co-PI(s) and/or Co-I(s), or a lead PI and other non-lead PIs i.e., a Multiple PI (MPI) project (NIH). For each PI, Co-PI, MPI, or Co-I Task:
- Task Owner = the specific PI, Co-PI, MPI, or Co-I
- Task Org = the Org of the specific PI, Co-PI, MPI, or Co-I
- Task Manager = Research administrator or financial administrator for the specific PI, Co-PI, MPI, or Co-I
In the School of Medicine this is codified in their SoM Indirect Cost Crossover Policy
- “if requested by the department of the collaborating investigator/staff, all crossovers must be documented with the establishment of a separate project task assigned to the requesting department.”
For example, a project has a PI and two Co-PIs:
Task 100 – Lead PI: Prof. Fear The Tree of the Radiology Dept
- Task Owner: Fear the Tree
- Task Org: Radiology Org
- Task Manager: Res admin for Fear the Tree
Task 200 – Co-PI 1: Prof. Albert Von Brainstorm of the Physics Dept
- Task Owner: Albert Von Brainstorm
- Task Org: Physics Org
- Task Manager: Res admin for Albert Von Brainstorm
Task 300 – Co-PI 2: Prof. Ricardo Shilly-shally of the ChemE Dept
- Task Owner: Ricardo Shilly-shally
- Task Org: ChemE Org*
- Task Manager: Res admin for Ricardo Shilly-shally
Award Ranges
Sponsored awards are setup with five-letter award numbers in the range of PAAAA-WZZZZ. For a complete listing of five-letter award numbers applicable to different classifications of awards (e.g., GENERAL FUNDS AAAAA-ABZZZ and COST SHARING WAAAA-WBZZZ), covering both non-sponsored and sponsored awards, refer to the Award Range tables.
SPONSOR | AWARD RANGE |
---|---|
DHHS (includes NIH, AHRQ, SAMHSA, CDC, HRSA, FDA, etc.) | PAAAA - PCZZZ |
DHHS Direct Awards | PA |
DHHS Subcontracts e.g. NIH -> UCSF -> Stanford | PC |
NATIONAL SCIENCE FOUNDATION (NSF) | QAAAA - QCZZZ |
NSF Direct Awards | QA |
NSF Subcontracts e.g. NSF -> UCSF -> Stanford | QC |
NASA | RAAAA - RZZZZ |
OTHER FEDERAL SPONSORS | SAAAA-SZZZZ |
AGRICULTURE, DEPT OF | SA |
COMMERCE, DEPT OF | SB |
EDUCATION, DEPT. OF | SC |
ENERGY | SD |
EPA | SE |
INTERIOR, DEPT. OF (LOC)/US GEOLOGICAL SURVEY (USGS) | SF |
NEH | SG |
STATE, DEPT OF | SHA |
FEDERAL MISCELLANEOUS (LOC) | SHB-SHU |
FEDERAL MISCELLANEOUS (NON-LOC) | SX |
DEAPRTMENT OF DEFENSE | TAAAA-TZZZZ |
NON-FED SPONSORS | UAAAA-UZZZZ |
NON-FED GRANTS | UA |
NON-FED CONTRACTS | UB |
CALIFORNIA, STATE OF | UC |
FOREIGN SPONSORS | UD |
Palo Alto Institute for Research and Education (JPA’s & PSA’s) | UP |
Simons Foundation | USF |
California Institute for Regenerative Medicine | UZ |
CLINICAL TRIALS | VAAAA-VZZZZ |
COST SHARING | WAAAA-WBZZZ |
UNIVERSITY RESEARCH AWARDS | WCAAA-WZZZZ |
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