Close or Cancel a Capital Project PTA

1. Go to Oracle Financials
2. Select Login
3. Enter SUNet ID and password, if prompted
4. Select SU PTA Manager Capital Distributed User

1. Select PTAC Closeout, New Request from top-left menu
2. Select Closeout or Cancel for Transaction Type
3. Select Project
4. If there is more than one task associated with the project, select the Task(s) to include in the request.

If you are not including all tasks in the request (a partial closeout or cancel request), the project will remain open, and funds will not be returned to the project, until all tasks are closed or cancelled.

5. Select Start Request

   When you start a request, a header displaying the project details appears, followed by a table with the In-Service Date tab selected. Review the header information in this Step, then complete Steps 3–8 in the table as you move through the tabs.Review the project details in the header section.

6. Review the project details in the header section 

1. Review the In-Service Date for all tasks included in the request (In-Service Data tab is selected.)
2. If the In-Service Date is correct, select Confirm Flag “Yes” [For cancellation requests, confirm the In-Service Date is blank (null).]
3. If the In-Service Date is incorrect, select Confirm Flag “No” and complete the information in the pop-up window
   1. Select the Revised In-Service Date using the calendar
   2. Enter Comments (e.g., terms of occupancy)
   3. Select Choose File and browse to locate any file(s) you wish to attach to the request
   4. Select Upload
   5. Select Send Email

An email notification is sent to the Capital Projects Closeout Administrator. You may continue with your in-progress closeout request once the in-service date(s) have been revised.

1. Select the Open Purchase/Work Order tab
2. Review tooltip (hover) information as needed
3. If No Data Found message displays, proceed with Step 5

4. To review the details of an open purchase order, select the Purchase Order Number hyperlink

   Purchase order details from the Requisition and Purchase Order Query Tool will open in a separate browser window. Follow up to ensure that a) all goods and services have been fulfilled, b) no further transactions or changes will occur on the PO, c) all invoices are processed, and d) the purchase order is finally closed.

5. Authorized Enterprise Asset Management (EAM) system users may review the details of an open work order by selecting the blue Work Order Number hyperlink.

   Work order details from EAM will open in a separate browser window. Follow up to ensure that all open work orders are closed.

   PTA Manager will block the request from proceeding, and you will receive weekly email notifications until all open purchase orders and work orders are closed.

1. Select the Financial Results tab
2. In the GA Funding, Budget, and Expenditures by Task section
   1. Review PTD Expenditures (project to date) total
   2. Review potential Remaining Budget
3. Review financials included in the GL Funding by Award section as needed
4. Make note of anything that seems amiss to include in Return Funds  

1. Select the Return Funds tab 

2. Review tooltip (hover) information and information under Fingate Links as needed

   Unused funding is automatically returned for all capital awards through the closeout process

   • Equity funding: Requires a fund transfer along with budget and funding adjustments
   • Debt funding: Requires budget and funding adjustments only
      
3. In the Funding Adjustments section, review the unused funding for each capital award
   1. Select the Capital Award Number checkbox to identify which award should be prioritized when multiple capital awards share a single capital funding source

For capital awards, the Destination Project Number and Destination Award Number fields auto-populate and can be updated if needed. To make changes, select the cell, choose the drop-down arrow, and either enter a value to search or select from the list.

Debt does not require Destination Project Number and Destination Award Number.

                   iii. Enter Return % of Project Savings (optional)

4. Enter Comments (e.g., specific closeout instructions for Capital Accounting)
5. If applicable, select Choose File and browse to locate and attach the Approved Exception to Funding Guidelines file (e.g., email from the CFO of Business Affairs or funding agreement)
    
   • For cancellation requests, the Expenditure Reclass section displays. Cancellation requests include two options:
     • Keep expenditures in the canceled project as non-capital expenses, or
     • Reclassify expenditures to a campus operating PTA as non-capital expenses
        
   • Campus users may also review supporting documentation (such as Form 1 attachments or applicable Board of Trustees funding agreements) when determining the appropriate option.
      
6. For cancellation requests, reclassify expenditures to another project, task, and award (PTA) by completing the Expenditure Reclass section. If this section is not completed, expenditures will be reclassified within the canceled project PTA to the non-capital subtask. As needed:
   1. Select the Reclass to Another Project checkbox
   2. Click the blank field under Destination Project Number and select desired project
   3. Click the blank field under Destination Award Number and select desired award
   4. Click the blank field under Dest Top Task Number and select desired task
7. Select Save

Other attachments may include internal department closeout documents, as well as supporting materials.

1. Select Attachment tab
2. Review any attached files – such as Form 1 or  Board of Trustees (BOT) funding agreements – when applicable,  by clicking its hyperlink
3. Select Add Attachment
4. Select Choose File and browse to locate the file(s) you wish to attach to the request
5. Select Upload

Choose from one of the following workflow options: