Quick Steps: Request New PTA

Who does this?  Staff

When?  A new Project, Task, or Award (PTA) combination is needed. This includes capital projects, sponsored research, Service Center, and other designated, expendable or endowment gifts, or operating budget PTAs.

How?  By completing the appropriate forms and sending them to the correct central office department for processing

On this page:

• Request New Capital Projects PTA (when Facilities Form 1 is required)
• Request New Capital Projects PTA (when Facilities Form 1 is not required)
• Request New Sponsored Research PTA
• Request New Service Center PTA
• Request Other Designated, Expendable or Endowment Gift, or Operating Budget PTA

Request New Capital Projects PTA (when Facilities Form 1 is required) (4 steps)

As a general rule, projects requiring a jurisdictional permit and plan check will require a Form 1. To confirm that your project does require a Form 1, review the Facilities Project Initiation Policy provided by the Land and Buildings department.

To request a new capital project, the project initiator creates a Form 1 using the online Form1 system:

Note:  School / department facilities representatives create or review the Form 1 to approve scope and budget.

1. https://form1.stanford.edu/.

Note:  The online Form1 system includes a Help Menu with policy and procedural information including the Form 1 Process.

The Department of Capital Planning reviews all Form 1 requests.

For approved projects, the Department of Capital Planning completes the Capital Projects PTA Request form and sends it to Capital Accounting.

Capital Accounting completes the PTA setup and notifies the Project and Task Managers and Owners via email when the PTA setup is complete and funding is available.

Note:  The Department of Capital Planning sends a copy of the approved Form 1 and the completed Capital Projects PTA Request form to a distribution which includes Project Managers and school/department facilities representatives.

Request New Capital Projects PTA (when Facilities Form 1 is NOT required) (4 steps)

Follow these Quick Steps to setup a capital Project PTA when a Facilities Form 1 is NOT required. A Form 1 is not required for routine, general funded plant maintenance projects. As a general rule, projects requiring a jurisdictional permit and plan check will require a Form 1.

Review the Facilities Project Initiation Policy provided by the Land and Buildings department to confirm that your capital project does not require a Form 1.

Note:  If your project does require a Form 1, see Quick Steps: Request New Capital Projects (when Facilities Form 1 is required).

To request new capital project PTA, when a Form 1 is not required, download and save a copy of the Capital Projects PTA request form:

1. Click https://docushare.stanford.edu/Get/File-28963/capta.xls.
2. Enter your SUNet ID and password as prompted.
3. Save form to your personal hard drive.

Complete the form:

1. Follow the instructions on the form to enter all required information.
2. Save completed form to your personal hard drive.

Note 1:  Refer to the bottom of the form for field descriptions.
Note 2:  Review PTA Attributes & Definitions [link to stand alone docs included in Resources & Job Aids] to understand the information requested on the PTA setup form and attributes assigned by Capital Accounting during PTA setup.

Send completed Capital Projects PTA Request form as an email attachment to Capital Accounting at _________________________.

Note 1:  Allow several days for processing.
Note 2:  Capital Accounting will notify Project and Task Managers and Owners via email when the PTA setup is complete and funding is available.

Request New Sponsored Research PTA

The Office of Sponsored Research (OSR) within the Office of Research Administration (ORA) sets up all new PTAs related to sponsored research using the ePTA web based system. Changes to existing sponsored research PTAs are processed using paper forms. For information on setting up sponsored research PTAs, visit the ORA website at http://ora.stanford.edu/ora/osr/award_initiation_pta_setup/pta.asp.

Request New Service Center PTA (4 steps)

Service Centers are self-sustaining "businesses" that provide on-going products or services in support of the University's teaching and research functions. They may support departments or the entire campus. On a very limited basis, they may provide services / products to users external to Stanford. For more information on Service Centers visit the Office of Research Administration (ORA) website at http://ora.stanford.edu/service_centers/default.asp.

To request a new service center, download and save a copy of the Request for Establishing a New Service Center Form:

1. Click http://ora.stanford.edu/supporting_files/svc_ctr_exhibitA.xls.
2. Save form to your personal hard drive.

Follow the instructions on the form to enter all required information including:

1. Description of products and services to be provided.
2. Potential users and projected level of activity/usage.
3. Summary of budget and calculation of projected allocation rate.
   
   
Note:  For help creating a budget, refer to the Sample Budget worksheet included in the Excel form.


4. Guaranteed account (PFO or PTA) for annual expense deficit or carry forward of any net balances.
   
   
Note:  Administrative Service Centers are required to break even within 5% of budget.

Obtain department/school signature approvals on page three of the form.

Note:  The Budget Office must approve all Administrative Service Centers.

Send completed approved form via ID mail to:

Compliance Analyst
Policy & Compliance Department
Office of Research Administration (ORA)
127 Encina Commons MC 6025

Note 1:  Allow several days for processing.
Note 2:  The Compliance Analyst in ORA will notify Project and Task Managers and Owners via email when the PTA setup is complete and funding is available.

Request Other Designated, Expendable or Endowment Gift, or Operating Budget PTA (4 steps)

Follow these Quick Steps for projects that are not related to capital projects, sponsored research, or service centers. Note - Projects exceeding $50,000 should be tracked through Capital Accounting. See Quick Steps: Request New Capital Project PTA (when Facilities Form 1 is not required).

Download and save a copy of the Fund Accounting PTA Request Form:

1. Click http://docushare.stanford.edu/Get/File-28964/fapta.xls.
2. Enter your SUNet ID and password as prompted.
3. Save form to your personal hard drive.

Follow the instructions on the form to enter all required information.

Note 1:  Refer to the second worksheet in the Excel form for field descriptions.
Note 2:  Review PTA Attributes & Definitions [link to stand alone docs included in Resources & Job Aids] to understand the information requested on the PTA setup form and attributes assigned by Fund Accounting during PTA setup.
Note 3:  For help defining Task structures, see Task Structure Guidelines for Other Designated, Operating Budget, Expendable or Endowment Gift PTA [link].

Save completed form to your personal hard drive.

Send completed Fund Accounting PTA Request form as an email attachment to Fund Accounting at _________________________.

Note 1:  Allow several days for processing.
Note 2:  Fund Accounting will notify Project and Task Managers and Owners via email when the PTA setup is complete and funding is available.

 

What happens next?

• The Award Manager, Award Owner, and Co-Principal Investigator (where one exists) will receive an e-mail notification and/or an Oracle Workflow Notification when the PTA setup is complete.
• Email notification recipients should inform other individuals (i.e. Project or Task Owners/Managers) regarding the new set-up. For Capital Projects, Capital Accounting will notify the Project and Task Managers and Owners when the PTA setup is completed.

Questions?

• To validate the setup of new Projects, Tasks, and/or Awards, run the FIN_REF_229_PTA_Listing report or the FIN_REF_217_Award_Listing report. These reports are available in ReportMart3. [link to About ReportMart3]