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 requirements and contacts for closing various PTA types.
Before submitting a request to close a PTA, preparers should confirm that:
- All associated invoices have been paid. Preparers can use the OBI Procure to Pay Dashboard > Purchase Orders tab with Purchase Order Outstanding Commitment set to “Y,” adding the PTA of interest to the PTA Number field. This report will show all POs with open commitments on a PTA the preparer intends to close so that the PO can be updated with a valid PTA proactively. If the PO is not updated with a valid PTA, all future invoices will be placed on hold due to a closed PTA.
- All commitments against the PTA (salary, requisition, purchase order, and AP invoice) have been relieved. Preparers can use the OBI Consolidated Expenditure Reporting Dashboard > Commitment Details to find all current commitments and take appropriate actions to relieve each commitment type.
The table below includes common PTA types, requirements for closing, and contact information. 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 and GUP Non-Capital Project | The in-service date is final (required for capital projects only, not required for GUP non-capital projects), and all outstanding commitments (open purchase orders and work orders) have been closed. | Please refer to How To: Close or Cancel a Capital Project PTA. For questions, please email @email. |
| Sponsored Project | Sponsor has notified Stanford of its acceptance and signoff 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:
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), refer to 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, refer to How To: Bulk Upload Non-Sponsored PTA Segments to Close. For further questions, refer to 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. School and unit contacts can also proactively request fund transfers of eligible small balances to then initiate closure of awards. | To close a non-sponsored account (PTA) or individual project, task, or award, refer to 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, refer to 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, refer to School/Department Contacts for Non-Sponsored Funding. |