format_list_bulleted Topic Overview

Close PTAs

Requests to close a PTA (project, task, award) should be directed to the central office or department responsible for administering the PTA set up and close process. This page includes contacts and requirements for closing various PTA types. 

The table below includes common PTA types, requirements for closing, and contacts. Requirements and contacts for closing other PTA types can be found in Administrative Guide Policy 3.1.3: Expenditure Accounts (PTAs).

PTA Type Close Requirement Contacts
Capital Project  The in-service date is final and all outstanding commitments (open purchase orders and work orders) have been closed. Please see How To: Close or Cancel a Capital Project PTA. For questions, please email @email.
Sponsored Project Sponsor has notified 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 School and Department Contacts for Sponsored Funding.
Service Center All remaining account balances have been cleared. Contact the Research Administration Policy and Compliance department of the Office of Research Administration.
Non-sponsored: Designated, Operating Budget, Auxiliary, and Expenditure Allocation

These PTAs may be closed at any time during the fiscal year as long as the following are met:

  • All outstanding commitments have been reconciled. This includes checking that any associated invoices, requisitions, active purchase orders, and outstanding salary commitments are processed, associated with a different PTA, canceled, or closed.
  • There are no outstanding revenue, expenses, and/or net investment activities in the award/fund.
  • The available balance of the award/fund is zero.

For guidance before submitting your request, please see Topic Overview: Manage Fund Balances and Topic Overview: Life Cycle of a Fund.

To close a non-sponsored account (PTA) or PTA segment (individual project, task, or award), please see How To: Close a Non-Sponsored PTA or PTA Segment.

To close a large number (more than 20) of non-sponsored PTAs or PTA segments, please see How To: Bulk Upload Non-Sponsored PTA Segments to Close.

For further questions, please see School/Department Contacts for Non-Sponsored Funding.

Non-sponsored: Expendable or Endowment Gifts Endowment gift funds and their related endowment income funds are very seldom closed.

To close a non-sponsored account (PTA) or individual project, task, or award, please see How To: Close a Non-Sponsored PTA or PTA Segment; expendable gift (GIF) and endowment (END) PTAs will automatically be routed in PTA Manager to Fund Accounting for checking donor documentation prior to closing.

For further questions, please see School/Department Contacts for Non-Sponsored Funding.

Non-sponsored: Miscellaneous Accounts Receivables All outstanding commitments have been reconciled.

Please submit a support request.

For further questions, please see School/Department Contacts for Non-Sponsored Funding.

When an invoice is submitted to Accounts Payable for processing, the associated PTA is checked to ensure it is active and chargeable. If these conditions are not met, the invoice will be put on hold. For more information, refer to Resource: Understanding PTA Status and End Date Validations for Invoice Processing.

Last Updated: Oct 7, 2023