Close or Cancel a Capital Project PTA

1. Enter ofweb.stanford.edu in the browser
2. Select Login
3. As prompted, log in using SUNet ID and Password
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

1. Review the In-Service Date for all tasks included in the request

2. If the In-Service Date is correct, select Confirm Flag “Yes”
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 will be sent to the Capital Projects Closeout Administrator. Continue with your in-progress closeout request after the in-service date(s) have been revised.

1. Select Open Purchase/Work Order tab

It may take a few seconds to search the purchase order and work order database and return results.

2. If No Data Found message displays, proceed with Step 4
3. To review the details of an open purchase order, select the blue 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.

4. Authorized users of the Enterprise Asset Management (EAM) system 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 Financial Results tab
2. Review financial results for the project in the header section
   1. Review Form1/Funding Agreement Amount
   2. Review Total GL Funded To Date
   3. Review Total Expenditures To Date
   4. Review Available GL Funding
3. In the GA Funding, Budget, and Expenditures by Task section
   1. Review PTD Expenditures (project to date) total
   2. Review potential Remaining Budget
4. As needed, review financials included in the GL Funding by Award section

5. Make note of anything that seems amiss to include in Instructions for Accounting (Step 5)

1. Select Instructions for Capital Accounting tab
2. As needed, review helpful information included under Fingate Links
3. To return any unused funding for the capital award or debt, in the Funding Adjustments section
   1. Double click Capital Award Number
   2. Select checkbox

For capital awards, the Destination Project Number and Destination Award Number will auto-populate and can be updated as needed. 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 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 will display.

6. For cancellation requests, reclassify expenditures to another project, task, and award (PTA) by completing the Expenditure Reclass section. If not completed, expenditures will be reclassified within the canceled project PTA. 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.

1. Select Attachment tab
2. Select Add Attachment

3. Select Choose File and browse to locate the file(s) you wish to attach to the request
4. Select Upload

Choose from one of the following workflow options: