Account Setup – Amend PTA Transaction

Amend PTA transactions are triggered after an Award – Amendment SeRA transaction has been completed.  Most account setups for award amendments are processed by the Office of Sponsored Research and do not require department action. 

If OSR requires additional information from the department to be able to complete the account setup for an award amendment, the OSR post-award accountant will assign in SeRA to the department administrator a Prepare & Approve Account - Dept action item. 

SeRA will send an email notification to the department assignee of the Account Setup - Amend transaction. 

The Prepare & Approve Account - Dept action item needs to be completed in order for OSR to be able to proceed with the account setup process.

New tasks for Investigators can only be added after the Investigator is added to the SeRA SPO record and completes their Investigator certifications. If the Investigator is not yet associated with the project, please select the "Add New Investigator to Project" Central Office Request type.

For project where sponsors  don’t require prior approval to add Investigator, departments can use the  COR- Add New Investigator to Project guide

***Effective April 15, 2022, SeRA limits the assignment of Task Owner(s)/ Principal Owner(s) to Stanford Investigators who are associated with the SPO record

To Access an Account Setup – Amend transaction

1. Click on the blue hyperlink included in the SeRA sent Account Setup –Amend email notification or

Log into https://sera.stanford.edu and click on the blue transaction ID # for the    appropriate Account Setup – Amend transaction with the Prepare & Approve Account -Dept action item listed under My Action Items

2. Within the Comments section review any provided comments or instructions from the OSR accountant.

3. PTA Configuration

• The configuration is pre-determined by the Award Budget, Terms and Conditions of the sponsor and specific award, and what is already in Oracle Financials

• If changes to the default Awards or Projects are required, you may return this transaction to OSR for corrections by selecting Return to OSR from the right hand menu
• You may reassign this PTA Setup Task to someone else by selecting Reassign from the right hand menu

4. As needed, add additional tasks, e.g. additional PI’s, etc., by clicking the blue + Add Task link

• Complete as follows for NEW tasks:

A. Task Type – Defaults to New.  Leave as is.

B. Task Config Code – Select from the drop down menu as appropriate

C. Task Number – Defaults to next # in series. Update as desired.  Please note task #s 700-799, 900-999, and 4000-4999 are reserved for specific uses.

D. Click Add Task

5. Edit Award

• Click on the Edit Award button
  • Each Award listed has a separate button and row

• Complete the Award Information fields.  Fields marked with a red * are required.

A. Award Short Name - A short description of the award. Must start with the SPO # of the award

B. Award Full Name - The preferred name for the PTA of this project. Defaults to proposal title.

C. Owning Organization - Organization code of the administering department or school of the Oracle Award

D. Award A-Z Free Form Field - Optional-  Use as prescribed by your department or school

E. Award Level of Control - Default-  Faculty or PI

F. Award Level of Restriction - Default-  Highly Restricted

• Please refer to your local unit as to their use of these two fields

• Pre-Award, Start and End Dates (non-editable)
  • Populated from the AAN

• Award Funding & Billing (non-editable)
  • Populated from the AAN
• Award Personnel
  • Award Manager
    • Award Managers are department personnel who are responsible for the award and its reconciliation
    • Populated from the Department PTA Setup Contact identified on the SeRA PDRF at the time of proposal submission- edit as necessary
  • Principal Owner (non-editable)
    • Populated from the AAN

6. Click the Edit Project button

• Complete the Edit Project fields.  Fields marked with a red * are required.

A. Project Name- The preferred name for the Oracle Project.  Defaults to abridged proposal title.

B. Project Description - The preferred name for the Oracle Project.  Defaults to proposal title.

C. Principal Owner – Principal Owners are Stanford Investigators responsible for this Oracle task. This list is restricted to the investigators associated with this SPO. If you do not see the investigator you want to select, you will need to request the investigator is added to the project by your Institutional Official. If their name does not display as an option, please submit a Help ticket.

D. Project Manager – Name of administrator that will oversee the financial management of the Oracle Project

E. Owning Organization – Organization code of the administering department or school of the Oracle Project

F. Project A-Z Free Form Field – Optional- Please refer to your local unit as to their use of this field

G. Click Save

7. Tasks

• Click Edit Task button to edit existing tasks

• Complete the Edit Task fields.  Fields marked with a red * are required.

A. Task Number – Defaults to 10.  Update as needed.  Please note task #s 700-799, 900-999, and 4000-4999 are reserved for specific uses.

B. Task Name - The preferred short name for the Oracle Task. 

C. Long Task Name - The preferred long name for the Oracle Task. Defaults to proposal title.

D. Start Date – Defaults to proposed project start date. 

E. Completion Date – Defaults to blank.  No action required

F. Task Service Type – Defaults to Project Activity identified on the proposal

G. Task Off Campus – Defaults to that which was indicated on the proposal

H. Task description - The preferred description for the Oracle Task

I. Principal Owner - Principal Owners are Stanford Investigators responsible for the financial activity on the Oracle Task. The Principal Owner is restricted to the investigators who are associated with the SeRA Project SPO record.  This field is pulling from the latest AAN and uneditable. If this is incorrect, click Return to OSR and advise them of the error.

*Note – This applies only to the first main task- for additional tasks, see + Add Task

J. Task Manager – Task Managers are department personnel who are responsible for the award and its reconciliation

K. Owning Organization - Organization code of the administering department or school of the Oracle Task

L. Task A-Z Free Form Field - Optional-  Use as prescribed by your department or school

M. Does ISC apply? – Defaults to that which was indicated on the proposal

N. Will sponsor pay ISC? – Defaults to that which was indicated on the proposal

• Click Jump to Task if additional tasks need to be edited, or click Save

• If needed, Add a Task (e.g. additional PI’s, etc.)
  • Click on + Add Task link at the right/end of the Edit Project row

• Complete as follows for NEW tasks:

A. Task Type – Defaults to New.  Leave as is.

B. Task Config Code – Select from the drop down menu as appropriate

C. Task Number – Defaults to next # in series. Update as desired.  Please note task #s 700-799, 900-999, and 4000-4999 are reserved for specific uses.

D. Click Add Task

• To copy an existing task to create a new task click on the copy icon under the Add Task column

• The Add Task dialog box will open.  Complete as follows for EXISTING or COPY EXISTING tasks:

A. Task Type – Select Existing or Copy Existing

B. Task or Copy From– Select from the drop down menu which Task to use or copy from

C. Task Config Code – Select from the drop down menu as appropriate

D. Task Number – Defaults to next # in series. Update as desired.  Please note task #s 700-799, 900-999, and 4000-4999 are reserved for specific uses.

E. Click Add Task

8. Click on the pencil icon to view/ edit budget information for the Project

• Click on the pencil icon to view/ edit the budget for each relevant Task

• Allocate funds to the pre-populated expenditure types (ETs) and in the most recent month column
• If necessary, click Add Expenditure Type to add additional expenditure types
• If an expenditure type is not needed, click on the garbage can icon

• Search for the expenditure type using the ET code, description, or scroll through the list
• Click Add

9. To view the current budget in Oracle, click on the Oracle Financial Budget tab

• Click Jump to Task if additional tasks need to be edited, or click Save

• If there are additional funds that need to be allocated, the Budgeted Amount value will be in red

• Click on the pencil icon to review and allocate the remaining amount

• Once all funds have been allocated, the Remaining Amount value will display $0.00

•  The Project Budget pivot table displays a snapshot of the current budget by expenditure type and allocated funding by tasks
• Click on Return, and if necessary, repeat steps starting at Step #6 if additonal awards are included with this transaction

10. Add FYI Recipient

• Add individuals you would like to be notified once the PTA - Amend Account transaction has been completed

11. Approvers

• Select appropriate radio button
• If additional approvers are required, click on Add Approver

• Select the appropriate Role Type and Approver from the drop down menus
• Click Add

• For an individual to appear as an option to approve these early/ extend PTA transactions, they must have SU PTA Manager Approver Sponsored granted to them from Authority Manager and it must also match the admin org code of the SPO record

12. Click Next at the bottom of the Approvers screen

13. The Review for Completeness check will run and if there are any issues, it will be displayed

14. Once all required information is completed, enter any comments or specific instructions you have for your Post-Award Accountant (optional), and click the Send to OSR button

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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.