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.
Stanford
Office of Research Administration

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.

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.

Note: Matrix assumes projects are being directly awarded from prime sponsors and are NOT subawards.

Need to make a change to an existing Sponsored PTA?

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

Note: Schools and departments can within PTA Maintenance update themselves the Project Manager, Task Manager, and/or Award Manager attributes for existing sponsored accounts through either the PTA Maintenance Single PTA or Mass Updates options.

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

“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

*Note: The School of Engineering has created org codes for each SoE faculty and usually uses these in lieu of higher dept level orgs when creating sponsored PTAs .  Please reference the Stanford University Org Code Hierarchy.

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

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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