Throughout the life of an account (project-task-award (PTA)), updates may be required. This includes adding new projects and/or tasks as needed and ensuring the accuracy of PTA attributes. Policy related to PTA management is included in Administrative Guide Policy 3.1.3: Expenditure Accounts (PTAs).
Updating Existing PTAs
Certain situations may require adding new projects and tasks to an existing PTA or adding new tasks to an existing project.
Updates to existing non-sponsored and miscellaneous Accounts Receivable (AR) accounts are initiated using the PTA Manager system. Refer to PTA Manager for information about getting access, available learning solutions, how-to instructions and more.
Updates to existing sponsored research accounts are initiated using the SeRA (Stanford Electronic Research Administration) system. For additional information, refer to the PTA Initiation and Setup page on the DoResearch website.
Updating and Maintaining PTA Attributes
When a new PTA is set up, key attributes must be determined and specified. Attributes are used to define important information like the organization that has responsibility for administering and managing projects and tasks associated with awards; and individuals or positions ultimately responsible for oversight of financial activity occurring on projects, tasks and awards.
PTA attributes must be correct to ensure that:
- University resources are accounted for accurately and represented correctly in financial reporting tools.
- Reports are available to all of the appropriate organizations and individuals.
Departments are responsible for updating PTA attributes when there are personnel changes or changes in roles and responsibilities within the department. For a complete list of attributes, refer to Project, Task and Award Attributes Job Aid.
When making changes to PTA attributes, it is important to understand the potential impact on authority and financial reporting. Refer to How Changes to PTA Attributes Impact Authority and Financial Reporting for more information.
PTA Maintenance, a sub-component of the PTA Manager system, allows schools and departments to update PTA attributes for existing accounts. Refer to PTA Manager for information about getting access, available learning solutions, how-to instructions and more.