Overview: PTA Request Process
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PTA Defined
PTA is an acronym used for a Project-Task-Award combination in the Oracle Financials system.
- Awards identify the source of funds or pot of money to be used. Projects and tasks identify the specific activities where the money is applied.
- Projects collect transactions related to a specific purpose (i.e., operations of a department, a specific sponsored project, etc.).
- Tasks allow these transactions to be grouped in a more specific way if desired. Each Project must have at least one Task, but may have more.
Prior to requesting a new PTA, familiarize yourself with Stanford's Chart of Accounts structure and how it has been implemented in your local school/department. To learn about Stanford's Chart of Accounts, see Overview: About Chart of Accounts.
PTA Attributes
The different segments of a PTA (Project, Task, and Award) are "tagged" or "labeled" by using elements known as attributes. Attributes are like descriptive adjectives, providing additional information about each segment. For example, there are "Owning Org" attributes for each Project, Task, and Award, identifying what organization "owns" each segment. Segment attributes are generally set up at the time the P, T, or A is set up.
Prior to requesting a new PTA, review PTA Attributes & Definitions [link to stand alone docs included in Resources & Job Aids] to understand the information requested on the PTA setup forms and attributes assigned by Central Office staff during PTA setup.
Attributes are also used in Financial Reporting (to select, sort, or summarize data) and in Oracle Workflow to determine who to route transactions to for notification and/or approval.
Requesting New PTAs
Depending upon the nature of the funding and planned use of the money, the PTA request process and forms will vary. PTAs for:
- Capital Projects requiring a Form 1 are processed by the Department of Capital Planning in Land & Buildings. As a general rule, projects requiring a jurisdictional permit and plan check will require a Form 1.
- Capital Projects not requiring a Form 1 are processed by the Capital Accounting department within the Controller's Office.
- Sponsored Research Projects are processed by the Office of Sponsored Research (OSR) within the Office of Research Administration (ORA).
- Service Centers are processed by the Policy & Compliance department within the Office of Research Administration (ORA).
- Other Designated, Expendable or Endowment Gifts, or Operating Budget are processed by the Fund Accounting department within the Controller's Office.
For specific instructions on how to request new PTA types outlined above, see Quick Steps: Request New PTA.
See Policy Notes: Use of PTAs for policy regarding the authorized use, approved funding source(s), other requirements and PTA close restrictions for different types of PTAs.
Requesting Changes to Existing PTAs
Depending on the situation, you may need to request setup of just one new element of an existing PTA (e.g., a new Task under an existing Project), or two elements (a new Project and Task(s). You may also wish to change existing attributes on a PTA. To request changes to an existing PTA, see Quick Steps: Request Change to Existing PTA.
Closing a PTA
Requests to close a PTA, should be directed to the central office department responsible for administering the PTA request/change process.
- Capital Project PTAs can be closed after outstanding commitments have been reconciled.
- For capital projects requiring a Form 1, contact the Department of Capital Planning. [link to their website contact list].
- For capital projects not requiring a Form 1, contact Capital Accounting [link].
- Sponsored Research PTAs can be closed after the sponsor notifies Stanford of its acceptance and sign-off of all technical, financial, invention, and property reports as required by the terms and conditions of the award.
- Coordinate with your school/department representative from the Office of Sponsored Research. [link to school/department Help Matrix]
- Service Center PTAs can be closed upon request after any remaining balances have been cleared.
- Contact the Policy & Compliance Department [link to ORA contact list if listed] within the Office of Research Administration to initiate the request.
- Other Designated, Expendable or Endowment Gifts, or Operating Budget PTAs may be closed at any time during the fiscal year. Endowment gift funds and their related endowment income funds are very seldom closed.
- Contact your school/department representative from Fund Accounting [link to school/department Help Matrix] to initiate the request.