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

Extend Account Setup Request

Extend [and Early] Account requests are used to request OSR to extend the end date of an existing account (Oracle Award) by the SeRA transaction type of Account Setup - Early/Extend

  • Spending on Early and Extended accounts is considered at-risk spending and must be guaranteed by the Principal Investigator who authorized the early/extend account with a Non-Sponsored PTA with sufficient funds to be able to cover the expenses charged to the extended account.
  • In the event funding is not awarded or received from the sponsor, or if expenditures posted to the early/extend PTA account are deemed unallowable, the Non-Sponsored PTA will be used to fund expenditures charged to the early/extend account.
  • Accounts will be extended for no more than 90 days at a time.  If an account needs to be extended beyond 90 days from the current sponsor approved end date, the administering department will need to submit a new Early/Extend transaction at the end of each 90 day extension period.
  • 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 projects where sponsors do not require prior approval to add an Investigator, departments can use the  COR- Add New Investigator to Project guide.

*NOTE: SeRA limits the assignment of Task Owner(s)/ Principal Owner(s) to Stanford Investigators who are associated with the SPO record

Scroll through the below for complete Extend Account Setup Request preparation guidance, or use the below quick links to jump to a specific Early PTA transaction section's guidance.

Start Transaction

  1. Go to https://sera.stanford.edu 
  2. From the red banner at the top of any page within SeRA click on Search
    • Enter the relevant SPO #
      • The search will interactively display matches according to what is being entered
    • Click on the appropriate blue reference number to drill into the relevant record

*NOTE: if you press Enter on your keyboard, the first listed search result will be automatically selected

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  1. From the Project Summary page, click on Start a Transaction menu, and select Account/ Setup – Early Extend
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  1. Click Start
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  1. The page will reload to a Transaction Home (Early/Extend Account Request) page
  2. Under the Request Details section click on the Edit Request Details button
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Edit Request Details

  1. The Edit Request Details window will open- the active awards currently associated with this SPO are displayed as well
  • Complete the fields as follows:
    • Fields with a red asterisk * are required
      • Guarantee Amount – Estimated expenses during extended account period
      • Guarantee Award – Non-sponsored Oracle Award being used to guarantee expenses
      • Guarantee Project - Oracle Project being used to guarantee expenses
      • Guarantee Task - Oracle Task being used to guarantee expenses
  • Select the award for which you would either like to continue spending or which most closely resembles the required new award or task
  • Click Save
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  • The page will reload to the Transaction Home with the Request Details section displaying the information you just entered
  • Click the Edit Request Details button again if you need to make any edits
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  • Click Next at the bottom right of the Task History section
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Approvers, Compliance and FYI Review

  1. The screen will reload for you to review the Compliance section and will display the protocol numbers, if applicable
  • If funding is not awarded or received from the prospective sponsor, or if expenditures posted to the early/extend PTA account are deemed unallowable, the Principal Investigator authorizing the activation of the early/extend PTA account is financially responsible for expenses posted to the early/extend PTA account 
  • Prior to an early/extended PTA request being submitted, the appropriate compliance protocol(s) (IRB, IACUC, and/or SCRO) must have been filed in eProtocol and be linked to this SPO (i.e. identifies this SPO as a funding source)
  • No expenses related to human subjects and/or animal subjects and/or stem cell research will be charged until the required approvals have been obtained
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  1.  As needed, click on the Add FYI button to add individuals as FYI Recipients using the SUNet ID (*best practice*)- they will receive an email notification when the transaction is completed
  2. Under the Approvers section the Principal Investigator will always default as an approver and display as #1 in the order routing
  • Review and add additional approvers if required
  • For Non-School of Medicine requests, the OSR IO Intake queue is automatically populated and defaulted to #2 in the order routing
    • If additional approvers are added, OSR IO Intake will move down accordingly
  • For School of Medicine requests, the following approvers are required:
    • At least ONE Authorized Department / Independent Lab Level Approver (i.e. DFA, Division Manager, or Financial Manager)
    • Institutional Official (RMG)
  • All other schools/ units, please follow local guidelines for approvers

*NOTE: 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
-Privilege must also match the admin org code of the SPO record

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  • Select the appropriate Approver and Role Type from the drop down menus
  • Click Add
    • Please contact your Authorized Department/Division representative to verify who to select, if unknown
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  • Once all required approvers have been added, click Next
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Review for Completeness

  1. The Review for Completeness check will run
  • If there are any issues, it will be displayed
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  • If there aren't any errors, a confirmation will display that All required information for this request is complete
  • Click on the View PTA Details link in the Quick Links navigation panel to review all PTAs and its associated details being setup in this transaction
  • Enter pertinent information in relation to the Early/ Extend PTA Request in the Comments textbox
  • Click Submit for Approval
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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.

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