Step-by-step instructions for creating a new non-sponsored, miscellaneous accounts receivable (AR), or service agreement account (PTA).

Gather information needed to create the non-sponsored PTA. You may attach written justification for new account setup.

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

  1. Select Non-Sponsored Account under New Request Types from top-left menu
  2. Select Create New Project, Task and Award radio button
  3. Select an Award Type from the drop-down list (refer to Award Type Table for definitions)
    • Clearing
    • Designated
    • Endowment
    • Gifts Expendable
    • Operating Budget
    • Other (if other, please specify)
  4. Select Create
    The Transaction ID is now created.

    At any moment beyond this point, you may reassign or terminate/cancel the request under Actions from the top-right menu.
  5. Select Add Project 
    An award must have at least one project and task.
  6. Enter the 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 link under the project you wish to associate the task with, enter a new Task Number and then select Add.
  9. Select Continue

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

  1. Select Edit Award 
  2. Confirm your Award Type Description selection
  3. Enter Award Short Name (up to 30 characters)
  4. Enter award title in Award Long Name field (up to 240 characters)
  5. Enter Award Purpose Description (up to 200 characters)
  6. Enter Award Manager's name (last name, first name) or SUNet ID, and select from the list
  7. Enter Award Principal Owner's name (last name, first name) or SUNet ID, and select from the list
  8. Enter Award Start Date or select calendar icon to select date
  9. Enter Award Owning Organization name, partial name or org code and select from the list
  10. Enter value(s) between A and Z in Award Free Form Field, separate each value with a comma (if applicable, varies by department or org)
  11. Select Save

  1. Select Edit Terms & Condition 
  2. Select the School Level of Control from the drop-down list
  3. Select the School Level of Restriction from the drop-down list
  4. Select Save

  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
    1. Select Add FYI
    2. Enter FYI name (last name, first name) or select FYI Name field, enter partial information in the field to narrow search results and make selection from the results list ans 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
    1. Select Add FYI
    2. Enter FYI name (last name, first name) or select FYI Name field, enter partial information in the field to narrow search results and make selection from the results list ans 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.

Gather electronic copies of these required documents:

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

Be sure to read all information screens in PTA Manager carefully as noted from this step on as they provide important information specific to requesting Miscellaneous Accounts Receivable (AR) accounts. 

If the customer already exists, you may not need a new PTA. Carefully read the  Information text located to the right of the Search for Existing Customer field for instructions on determining if you should proceed with the PTA request.

  1. Select Misc AR Account under New Request Type from top-left menu
  2. Search for Existing Customer field if applicable
    • Select the field to access the drop-down list
    • Enter partial information in the field to narrow search results
    • Make selection from the search results
  3. Select Create New Project, Task and Award radio button
  4. Select an Award Type from the drop-down list (refer to Award Type Table for definitions)
    • Affiliate
    • CIS Lab
    • Program Income
    • Academic Service Centers
    • Summer Conference
  5. Select Create
    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.
  6. Select Add Project link
  7.  Enter a Task Number for the project if applicable
  8. Select Add
  9. Select Add multiple Projects or Tasks:
    • For multiple projects, repeat step e – 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.
  10. Select Continue

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

  1. Select Edit Award 
  2. Confirm your Award Type Description selection
  3. Enter Award Short Name (up to 30 characters)
  4. Enter Award title in Award Long Name field (up to 240 characters)
  5. Enter Award Purpose Description (up to 200 characters)
  6. Enter Award Manager's name (last name, first name) or SUNet ID and select from the list
  7. Enter Award Principal Owner's name (last name, first name) or SUNet ID and select from the list
  8. Enter Award Start Date or select calendar icon to select date
  9. Enter Award Owning Organization or name, partial name or org code and select from the list
  10. Enter value(s) between A and Z in Award Free Form Field, separate each value with a comma (if applicable, varies by department or org)
  11. Select IDC Cost Rate Schedule from the drop-down list. Refer to Non-Sponsored Receivable Rates on the DoResearch website.
    • CO AR 00
    • CO AR 08
    • CO AR NEGOTIATED
  12. Select Save

  1. Select Edit Terms & Condition 
  2. Select School Level of Control from the drop-down list
  3. Select School Level of Restriction from the drop-down list
  4. Select Save

  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 select 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 and 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 or 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

Search for Existing Customer
  1. Select Customer Setup tab
  2. Search for Existing Customer field if applicable
    • 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
  3. Enter Purchase Order Number
  4. Enter PO Amount
  5. Enter Business Reason for customer setup
  6. Select Save Customer Information
Request New Customer/Unsure If Customer Exists
  1. Select Customer Setup tab
  2. Enter Customer Name
  3. Enter Address (Lines 1-4)
  4. Enter City
  5. Enter State
  6. Enter Postal Code
  7. Select Country
  8. Select Add Contact
  9. Enter Contact Name(s) (first, middle, last)
  10. Enter Contact Phone Number
  11. Enter Contact Email
  12. Select Primary Contact checkbox if the contact is to be the Primary Contact
  13. Select Create
  14. Repeat steps h to m to add more contacts (up to five contacts)
  15. Enter Purchase Order Number
  16. Enter PO Amount
  17. Enter Business Reason for customer setup
  18. Select Save Customer Information

  • You are required to attach electronic copies of these required documents:
  • You may attach written justification for new account setups.
  1. Select Attachments tab
  2. Select Choose File and then select file to upload
  3. Select Upload
    Uploaded documents display under the View Documents section. You can select on the document name to view it or select Delete Document next to the document name to delete it.
  4. Repeat steps b to c to upload all 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 
  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 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 AR account 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 tasks to existing PTAs or update PTA attributes. For instructions, refer to PTA Manager How-tos.

Per the Research Policy Handbook section 13.7, non-sponsored service agreements are NOT sponsored projects and therefore the PTAs are set-up thru Financial Management Services (FMS) not the Office of Sponsored Research (OSR). For additional information specific to the School of Medicine (SoM), refer to the Research Management Group (RMG) website.

Understand Fees/Proposed Costs: 

  • The department is responsible for managing funds by Fiscal Year (FY). Any negative balance will need to be accounted for at year end per university policy. 
  • Designated Award for Services Agreements will be exempt from Infrastructure Charge (ISC) as Indirect Costs (IDC) will be deducted from the MISC RECEIVABLES award.
  • When developing/negotiating the contract amount, remember to include the non-sponsored receivables rate. The non-sponsored receivables rate will automatically be added at time of invoice. Departments are responsible for budget development.
  • Do not include reimbursements for “general supplies” intended to be excluded from Indirect Costs (IDC) in fixed fee contracts. The Oracle Accounts Receivable (AR) system cannot distinguish between line items and thus will charge IDC on all invoice line items regardless. If multiple rates are needed for a contract (e.g., one rate for supplies and a different one for services), the department will need to set up a separate task for each rate under the Miscellaneous Accounts Receivable PTA via PTA Manager as noted in Step 2 below.
  • Stanford may consider a request to reduce the non-sponsored receivables rate from other organizations (non-profit) conducting work for the purpose of public service and community outreach. For those agreements, the School must determine that a reduced rate is appropriate, and a waiver request must be submitted to and approved by the Dean’s Office.

Once you have a signed Service Agreement, follow the instructions below to first Request a New Non-Sponsored Account (PTA) and then Request a New Miscellaneous Accounts Receivable PTA.
 

  1. Follow How to Request Non-Sponsored PTA instructions making note of the following requirements for Service Agreement PTAs:
    • In Step 2: Build PTA Structure, select Award Type Designated (DES_SERVICE_AGREEMENT)
    • In Step 3: Complete Award Information, ensure that the Award Principal Owner is a member of the Academic Council or Medical Center Line (MCL) faculty
    • In Step 8: Upload the following attachments:
      • Signed Service Agreement
      • Service agreement email received from the School Representative

  1. Follow How to Request  Misc. Accounts Receivable PTA instructions making note of the following requirements for Service Agreement PTAs:
    • In Step 2: Build PTA Structure, select Award Type Service Agreements (REC_NON_SPON_SERVICE_AGREEMENT)

      Per the terms of the Miscellaneous AR Service Level Agreement, all new Accounts Receivable
      Award PTA requests must include a Collection Award PTA that can be used if the receivable is ultimately deemed uncollectible and thus must be written off. The Collection Award PTA must be an operational award within the same org code as the authority org for the person submitting the Accounts Receivable award request in PTA Manager. The PTA Manager submission will fail if the Collection Award PTA is outside of the requestor’s org.

    • In Step 3: Complete Award Information:
      • Ensure that the Award Principal Owner is a member of the Academic Council or Medical Center Line (MCL) faculty
      • Select IDC Cost Rate Schedule from the drop-down list
        1. If the terms of the agreement are such that the IDC is included in the fee and thus should not show as a separate line item on the invoice (e.g., a “fixed fee” agreement), select CO AR 00 SVAG. Please note that for these types of agreements, if the school wants to keep the IDC portion of the fixed fee service, the school will need to coordinate with MISC AR about the necessary journal to move it from the service agreement PTA to the IDC PTA.  There is no automated way to do this in Oracle.
        2. If the terms of the agreement are such that the IDC rate is 8% and should show as a separate line item on the invoice, select CO AR 0800 SVAG.
        3. If there is a different IDC rate that’s been negotiated and should show as a separate line item on the invoice, select CO AR NEG SVAG.  Please make sure that the signed agreement clearly indicates what rate has been negotiated.
    • In Step 8: Enter Customer Information, Purchase Order Information and Business Reason:
      • Enter Customer Name (entity name of the customer/sponsor)
      • Enter entity Address including country
      • Under Contacts, enter Contact Email where invoices should be sent to

        AR does not have the ability to customize invoices, thus if the agreement requires specific information to be included on the invoice or supporting detail as attachments, the department that requests the AR award will be responsible for creating a custom invoice manually and/or adding supporting files to the invoice, as well as sending it to the customer. If this is the case, please enter the email address for the person in the department rather than the customer directly. This will ensure the system generated invoices go to the department first for editing/modification, prior to going to the customer for processing. The Misc. AR team can provide an invoice template that can be used to create the manual invoice. Please copy @email when you send the manual invoice to the customer.

      • Enter Purchase Order Number 
        If there is not a purchase order (PO) number associated with the agreement, indicate N/A in the Purchase Order Number field and $0.00 in the PO Amount field.
    • In Step 9: Upload the following attachments:
      • Signed Service Agreement
      • Service agreement email received from the School Representative
      • Copy of any approved waiver
What Happens Next?
  • Fund Accounting will include the following information with service agreements, which can be viewed by running the OBI Fund Authorization Report (formerly the RM3 FIN_REF_225 report): "This is a Service Agreement Award. The department will follow guidelines for invoicing and collections as listed in the service level agreement. Unallowable costs on service agreements are any student or postdoctoral salaries or stipends or equipment. PI effort may only be incidental."
  • Charging Expenses - Salaries of personnel should be charged to the DESIGNATED AWARD as effort is devoted by use of labor schedules or labor distribution adjustments.
  • Invoicing - Per the agreement, when it is time to invoice the sponsor, submit an iJournal using the appropriate object code (46690 SERVICE AGREEMENT REVENUE) to credit the DESIGNATED AWARD. The off-setting debit should be charged to the corresponding MISC RECEIVABLES AWARD (56090 SERVICE AGREEMENT FEE). 

    The first 50-characters of the iJournal individual line description will print on the invoice. 
    Once the iJournal for the user fee is posted, A/R will invoice the sponsor according to the agreement terms. The non-receivables rate will automatically be calculated and added to the invoice amount.

    Debit

    MISC Receivable

    1056603-1-AVxxx- 56090

    Records amount of service agreement fee consisting of all direct cost. 
    The (indirect) cost is calculated and collected by General Accounting (GA) using the appropriate non-sponsored receivables rate.

    Credit

    Designated Award

    1000000-100-BHxxx 46690

    Records the Service Agreement Revenue (Direct Costs Only).  

    • Invoices can only be issued monthly (on business day 5 of the month end close), and cannot be pre-scheduled. If a specific schedule is required, please email Miscellaneous AR (@email) in advance of signing the agreement so that they can coordinate with the department as to how this will impact invoice timing.
    • Invoices are automatically emailed out from Oracle (as PDF files), no paper.
    • Invoice format cannot be customized.  There is 1 template pre-set in Oracle, and it only sees the Description field from iJournals.
    • Payments can only be made in USD, via check or ACH/wire. No credit card payments. If the customer would like to issue payments via ACH/wire, please contact the Misc. AR team for the specific banking information that will be required.
    • Checks received that are payments for AR invoices issued should be sent directly to the lockbox as noted on the invoice, but if received by the department please mail them to:

      Stanford University Affiliates
      P.O. Box 883725
      Los Angeles, CA 90088-3725


 

Last Updated: Jul 29, 2022

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