This page provides instructions for initiating the closing of a non-sponsored account (PTA) or individual PTA segments (project, task, or award). To submit non-sponsored PTA close requests in bulk, see How to: Bulk Upload Non-Sponsored PTA Close Requests.
Non-sponsored PTAs include designated, operating budget, auxiliary, expenditure allocation, or expendable or endowment gifts. Non-sponsored PTAs may be closed at any time during the fiscal year after all outstanding commitments have been reconciled. Endowment gift funds and their related endowment income funds are very seldom closed.
For information about closing other types of PTAs (e.g., capital projects, sponsored projects, or service centers), see the PTA Close Requirements and Contacts section of Topic Overview: Close PTAs.
Close a Non-Sponsored PTA (Project, Task, Award) or PTA Segment
Before You Start
Ensure that the fund balance/available balance is zero, that there are no pending invoices or procurement transactions, and that there are no outstanding commitments past the close date. For guidance, see Topic Overview: Manage Fund Balances and Topic Overview: Life Cycle of a Fund.
- Go to ofweb.stanford.edu
- Enter SUNet ID and Password
- Select SU PTA Manager User
- Select Non-Sponsored Account under Close Request Types from top-left menu
- Select one of the following options:
Closing an award will close all eligible projects and tasks underneath it.
- Select Award radio button
- Select a non-sponsored Award Number from the drop-down list. Refer to the Award Range Table (Non-Sponsored Award Ranges tab) and the Award Type Table for additional details.
Requests to close gift (GIF) and endowment (END) award types are automatically routed to Fund Accounting for review prior to approving the closure of the award.
- Select Approver from the drop-down list
- Select FYI recipients (optional)
- Review the list of projects associated with the award
If the project is associated with multiple awards, contact your assigned non-sponsored Fund Accountant for assistance.
- Select Submit
Validation may take several minutes depending on the size of the PTA segment being closed. Closing PTA Manager or navigating to another browser will not disrupt the validation process. You will be notified of your request results by email once validation is complete.
Closing a project will close all eligible tasks underneath it.
- Select Project radio button
- Select the non-sponsored Award Number that the project(s) are associated with from the drop-down list. Refer to the Award Range Table (Non-Sponsored Award Ranges tab) and the Award Type Table for additional details.
- Select the Project(s) to include in the close request
- Select Approver from the drop-down list
- Select FYI recipients (optional)
- Select Submit
Validation may take several minutes depending on the size of the PTA segment being closed. Closing PTA Manager or navigating to another browser will not disrupt the validation process. You will be notified of your request results by email once validation is complete.
- Select Task radio button
- Select the non-sponsored Award Number that the project and task(s) are associated with from the drop-down list. Refer to the Award Range Table (Non-Sponsored Award Ranges tab) and the Award Type Table for additional details.
- Select the related Project from the drop-down list
- Select the Task(s) to include in the close request
- Select Approver from the drop-down list
- Select FYI recipients (optional)
- Select Submit
Validation may take several minutes depending on the size of the PTA segment being closed. Closing PTA Manager or navigating to another browser will not disrupt the validation process. You will be notified of your request results by email once validation is complete.
When the request passes:
- If the close request passes validation, it is routed to the designated financial approver for approval. A notification is sent to individuals selected as FYIs.
When the request fails:
- If the close request fails validation, review the errors from the dashboard under Requiring Your Action: Close PTA section. Select the Transaction ID and Check for Errors. The Transaction Error Message Index includes error descriptions and links to information on Fingate that can help you understand and resolve the errors.
When you want to cancel a request:
- To cancel the close request, from the Close PTA Segment tab, select the Terminate/Cancel Request button in the lower right corner. Enter required Comments and select the Terminate/Cancel Request button. The close request is removed from your dashboard.
