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Reminder

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.

PTA Manager

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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.

New Account/PTA Setup Webinar - Use when Stanford has fully accepted a new sponsored award.

Account/PTA Amendments Guide - Use when Stanford has received a sponosored 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.

Need to make a change to an existing Sponsored PTA?

From within SeRA prepare and submit the appropriate Central Office Request Form

When Projects Include Multiple Investigators

It is HIGHLY recommended to establish separate tasks for each investigator to...

  1. Facilitate award management
  2. Ensure task expenditure review and certification is done by the individuals with the best firsthand knowledge
  3. 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

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 AwardsPA
DHHS Subcontracts e.g. NIH -> UCSF -> StanfordPC
NATIONAL SCIENCE FOUNDATION (NSF)QAAAA - QCZZZ
NSF Direct AwardsQA
NSF Subcontracts e.g. NSF -> UCSF -> StanfordQC
NASARAAAA - RZZZZ
OTHER FEDERAL SPONSORSSAAAA-SZZZZ
AGRICULTURE, DEPT OFSA
COMMERCE, DEPT OF SB
EDUCATION, DEPT. OF SC
ENERGY SD
EPASE
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 DEFENSETAAAA-TZZZZ
NON-FED SPONSORSUAAAA-UZZZZ
NON-FED GRANTSUA
NON-FED CONTRACTSUB
CALIFORNIA, STATE OFUC
FOREIGN SPONSORSUD
Palo Alto Institute for Research and Education (JPA’s & PSA’s)UP
Simons FoundationUSF
California Institute for Regenerative MedicineUZ
CLINICAL TRIALSVAAAA-VZZZZ
COST SHARINGWAAAA-WBZZZ
UNIVERSITY RESEARCH AWARDSWCAAA-WZZZZ

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

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