Introduction

Accounts are identified using project, task and award (PTA) numbers. The PTA Manager system enables schools and departments to request, approve and track non-sponsored and miscellaneous accounts receivable accounts. PTA Maintenance, a sub-component of PTA Manager, allows schools and departments to update PTA attributes for existing accounts.

Sponsored-research accounts are initiated using the Stanford Electronic Research Administration (SeRA) system. [see direct link in comment]

 

PTA Manager

A Manager is an online, easy-to-use tool that enables schools and departments to request, approve and track accounts (PTAs).

Features and benefits include:

  • Automated Workflow Routing
    Routes PTA requests through one or multiple approver(s) and FYI contacts and notifies the appropriate fund accountant when the request is ready for processing.
  • Transparency
    Provides visibility into the status of each PTA request, and the individuals participating in the workflow (requestor, approver and fund accounting).
  • Accuracy
    Utilizes system controls to ensure data entered by campus users and central administration is accurate.
  • Documentation Repository
    Maintains uploaded donor documents that can be easily accessed for review.

PTA Manager is integrated with the Gift Transmittal system. When a gift requires a new fund or PTA, Gift Transmittal will send an email notification to the designated department administrator with instructions to log in to PTA Manager and complete the PTA set-up. To learn more, refer to Gift Transmittals.

PTA Maintenance

PTA Maintenance is a sub-component of PTA Manager used by schools and departments to update PTA attributes for existing PTAs.

Features and benefits include:

  • Transparency
    Allows you to view all scheduled update transactions, completed update transactions and the attribute update history of specific PTAs.
  • Accuracy
    Utilizes system controls to ensure data entered by campus users and central administration is accurate and complete.
  • Flexibility
    Attribute changes can be scheduled to take place either immediately or on a future date.
  • Time Savings
    Mass updates of multiple PTAs can be made with a single transaction.
  • System Alerts
    System-generated emails alert users when manager and owner values become invalid and when updates take effect.


Visit the Newsroom for recent announcements and subscribe to receive future PTA Manager updates and enhancements. 

Departments are responsible for granting and updating authority privileges. Budget Unit Financial Officers can grant PTA Manager and PTA Maintenance authority privileges (summarized in following table) using Authority Manager. The role and associated privileges you are assigned in Authority Manager determine the tasks you can perform in PTA Manager and PTA Maintenance. Note: In PTA Manager and PTA Maintenance, you will have access to accounts (PTAs) as defined in your OBI Financial Reporting authority.

PTA Manager Authority PTA Maintenance Authority

SU PTA Manager Requester Non-Sponsored

If you are responsible for requesting PTAs, you will need SU PTA Manager Requester Non-Sponsored authority. This role allows you to request new PTA accounts, upload documents, designate approval routings and track PTA set-up progress. Using this role you can also add new project(s) and/or task(s) to existing accounts.

SU PTA Maintenance

If you are required to update PTA attributes "owned" at the school or department levels, you will need SU PTA Maintenance authority.

SU PTA Manager Approver Non-Sponsored

If you are responsible for review and approval of PTA requests, you will need SU PTA Manager Approver Non-Sponsored authority. PTA Manager Approver authority allows the same capabilities as PTA User authority, along with the ability to electronically approve or return PTA requests to the initiator.

SU PTA Maintenance (Limited)

If you only need to maintain Manager and Email Distribution Flag values at the department level, you will need SU PTA Maintenance (Limited) authority.

SU PTA Manager View Non-Sponsored

This role allows those individuals who do not request or approve PTAs, the ability to view and/or obtain status of requests submitted for their department. SU PTA Manager View Non-Sponsored authority is required.

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To identify individuals with PTA Manager or PTA Maintenance authority, including individuals that are able to grant authority, refer to How To: Find Individuals with Authority for PTA Manager or PTA Maintenance. If you have questions about individual assignments, please contact your school or department budget unit financial officer.

Training is required for new PTA Manager and PTA Maintenance users and approvers. See the following Learning section.

The PTA Manager and PTA Maintenance learning program is designed for Stanford staff responsible for requesting, approving new account (PTA) requests and maintaining PTAs. Acquiring the skills necessary for using PTA Manager and PTA Maintenance starts by completing training.

Learning Path
 

Role Web (self-paced) Courses
FIN-0102
Using Stanford's Chart of Accounts
FIN-0200
Introduction to Stanford PTA Attributes
FIN-0201
Requesting PTAs Using PTA Manager
FIN-0202
Maintaining PTA Attributes Using PTA Manager
PTA Manager Users and Approvers Required Required Required --
PTA Maintenance Users Required Required -- Required
Category How-to Instructions
Oracle Fundamentals
For PTA Manager Users
For PTA Manager Approvers
For PTA Maintenance Users

 

Viewing PTA Details

There are several inquiry and reporting tools that can be used to research PTA details. To learn more about researching PTA details using the Fund Title Query Tool and the OBI Reference Data and Inquiry Dashboard, refer to View PTA Details.

Financial Approval Authority Query

Use the Financial Approval Authority Query to find authorized approvers for a project task or an award. This is particularly useful to those verifying authority off-line.

  • Translate the approval authority entered in Authority Manager to how it is used in Oracle Financials.
  • View scope, limit and contact information for approvers.

Questions?

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