Step-by-step instructions for adding new projects and tasks to an existing non-sponsored account (PTA).

You may attach written justification for new account setups.

  1. Go to ofweb.stanford.edu
  2. Enter SUNet ID and Password
  3. Select SU PTA Manager User

Please maximize your browser window from this step on as some buttons are located at the right of the screen.

  1. Select Non-Sponsored Account under New Request Types from top-left menu
  2. Select Create New Project, Task radio button
  3. Enter an existing Award Number
    • Or search for the appropriate Award Number using Search:  
      • Select the field to get the drop-down list
      • Enter partial information in the field to narrow search results
      • Make selection from the search results
  4. Select Create
    An award must have at least one project and task.

    The Transaction ID is now created.

    At any moment beyond this point, you may reassign, terminate or cancel the request under Actions from the top-right menu.
  5. Select Add Project
  6. Enter a Task Number for the project (or accept the default task number)
  7. Select Add
  8. Add multiple Projects or Tasks:
    • For multiple projects, repeat steps e to g.
    • For multiple tasks, select Add Task under the project you wish to associate the task with, enter a new Task Number and then select Add.
  9. Select Continue
  1. In the PT Configuration section, select pencil (edit) icon next to the project
  2. Enter a short, unique, descriptive name of the project in Project Short Name field (up to 30 characters)
  3. Enter Project Long Name (up to 240 characters)
  4. Modify Project Description pre-populated from the Project Long Name field (up to 240 characters)
  5. Enter Project Manager's name (last name, first name) or SUNet ID and select from the list
  6. Enter Project Principal Owner's name (last name, first name) or SUNet ID and select from the list
  7. Enter Project Start Date or click calendar icon to select date
  8. Enter Project Owning Organization name, partial name or org code and select from the list
  9. Enter value(s) between A and Z in Project Free Form Field, separate each value with a comma (if applicable, varies by department/org)
  10. Select School Base OB checkbox if you selected Operating Budget award type
  11. Select Save
  1. In the PT Configuration section, select pencil (edit) icon under Project Personnel
  2. Select pencil icon to edit or delete the principle owner and/or project manager information or select Add Personnel to add additional personnel associated with the project
  3. Select Role Type from the drop-down list
  4. Enter Project Personnel's name (last name, first name) or SUNet ID and select from the list
  5. Select calendar icon to select Start Date of the role assignment on the project
  6. Select calendar icon to select End Date (optional)
  7. Select Add
  8. Repeat steps b to g to edit or add additional personnel
  9. Select Cancel to close Add/Edit Personnel window
  1. In the PT Configuration section, select the pencil (edit) icon beside the task
  2. Enter Task Short Name (up to 20 characters)
  3. Enter Task Long Name (up to 240 characters)
  4. Modify Task Description pre-populated from the Task Long Name field (up to 240 characters)
  5. Enter Task Manager name (last name, first name) or SUNet ID and select from the list
  6. Enter Task Principal Owner name (last name, first name) or SUNet ID and select from the list
  7. Select calendar icon to select Task Start Date
  8. Enter Task Owning Organization name, partial name or org code and select from the list
  9. Enter value(s) between A and Z in Task Free Form Field and separate each value with a comma (if applicable, varies by department/org)
  10. Select a Service Type from the drop-down list
    Select Service Type Attribute Matrix link to see the definition and examples of the service type.
  11. Indicate whether statements will be emailed to the task manager in Email Statements drop-down list (Yes or No)
  12. Select Save

You may attach written justification for new account setups.

  1. Select Attachments 
  2. Select Choose File and then select file to upload
  3. Select Upload
    Uploaded documents display under the View Documents section. You can select the document name to view it or select Delete Document next to the document name to delete it.
  4. If necessary, repeat steps b to c to upload additional documents
My Organization Requires My Approval Only
  1. Select Approval tab
  2. Select My organization requires my approval only
  3. Add FYI contact(s) if applicable
    • Select Add FYI and enter FYI name (last name, first name)
      ~ OR ~
    • Select FYI Name field, enter partial information in the field to narrow search results, make selection from the results list and select Add
  4. Review the setup of this financial account
  5. Select I approve this request to set up a Financial Account (PTA) checkbox to approve the request
  6. Enter instructions or comments for the fund accountant (optional)
  7. Select Check for Errors to identify any missing information
  8. Select Approval tab to return to Approval routing setup and scroll to the bottom
  9. Select Send to Fund Accountant
My Organization Requires Approvers in Addition to Me
  1. Select Approval tab
  2. Select My organization requires approvers in addition to me
  3. Select Add Approver to specify an approver(s)
  4. Select an Approver Name from the drop-down list
  5. Select Add
  6. Add FYI contact(s) if applicable
    • Select Add FYI and enter FYI name (last name, first name) or select FYI Name field, enter partial information in the field to narrow search results, make selection from the results list and select Add
  7. Review the setup of this financial account
  8. Select I approve this request to set up a Financial Account (PTA) checkbox to approve the request
  9. Enter instructions or comments for the fund accountant (optional)
  10. Select Check for Errors to identify any missing information
  11. Select Approval tab to return to approval routing setup and scroll to the bottom
  12. Select Route for Approvals
What Happens Next?
  • Your request is routed to the fund accountant and/or designated financial approver for approval. A notification is sent to individuals selected as FYIs.
  • Check the request status on the dashboard under the Account Setup: In Progress section.
  • As needed, add projects and/or tasks to existing PTAs or update PTA attributes. For instructions, refer to PTA Manager How-tos.

Questions?

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