Accounts are identified using project, task, and award (PTA) numbers. The process and tools for requesting PTAs, maintaining PTAs, and closing PTAs varies by account type (e.g., non-sponsored, sponsored, capital project, service center). The PTA Manager system enables schools and departments to initiate, approve, and track PTA setup requests and initiate close requests for non-sponsored and miscellaneous accounts receivable accounts. PTA Maintenance, a subcomponent of PTA Manager, allows schools and departments to update PTA attributes for existing accounts.
New PTA Manager enhancements implemented May 18, 2024 include additional details about invoices or transactions that prevent a PTA close request from being processed. Error information is displayed within the system and is available from email notifications. From the email notification, open the attachment and expand both columns and rows to view PTA close error information. Sponsored research accounts are initiated using the Stanford Electronic Research Administration (SeRA) system.
About
PTA Manager
PTA Manager is an online, easy-to-use tool that enables schools and departments to request, approve, and track account (PTA) setup and close requests.
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 and validations 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 setup. To learn more, refer to Gift Transmittals.
PTA Maintenance
PTA Maintenance is a subcomponent of PTA Manager used by schools and departments to update PTA attributes for existing PTAs.
Features and benefits include:
- Transparency
The At a Glance summary page enables users to drill into the exact PTA segments which require action. PTA Maintenance allows users 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, when updates take effect, and when PTA segments need to be reassigned from a parent org to a child org (orgs must be assigned at the lowest level possible).
Visit the Newsroom for recent announcements and subscribe to receive future PTA Manager updates and enhancements.
Access
Departments are responsible for granting and updating authority privileges. Budget unit financial officers can grant PTA Manager and PTA Maintenance authority privileges (summarized in the 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 that 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 |
|---|---|
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SU PTA Manager Requester Non-Sponsored If you are responsible for PTA requests, 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 setup progress. Using this role you can also add new project(s) and/or task(s) to existing accounts and initiative PTA Close requests. |
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. |
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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 Manager Requester 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. |
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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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SU PTA Manager Capital Distributed User This role allows individuals to initiate requests to close or cancel capital project PTAs. |
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SU PTA Manager Cap Distributed Approver If you are responsible for review and approval of capital project PTA closeout and cancellation requests, you will need SU PTA Manager Cap Distributed Approver authority. PTA Manager Cap Distributed Approver authority allows the same capabilities as PTA Manager Capital Distributed User authority. |
To identify individuals in your organization who are authorized to grant PTA Manager or PTA Maintenance authority, follow instructions on the UIT website to find people who can grant you authority in Authority Manager.
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.
Learning
The PTA Manager and PTA Maintenance learning program is designed for Stanford staff responsible for requesting and approving non-sponsored and miscellaneous account receivables PTAs, and maintaining PTAs. Acquiring the skills necessary for using PTA Manager and PTA Maintenance starts by completing training.
PTA Manager User and Approver Learning Path
Prior to enrolling in PTA Manager training, you must complete prerequisite courses. Click the course overview page below to view all courses included in the learning path.
PTA Maintenance User Learning Path
Prior to enrolling in PTA Maintenance training, you must complete prerequisite courses. Click the course overview page below to view all courses included in the learning path.
How tos
| Category | How-to Instructions |
|---|---|
| Oracle Fundamentals | |
| PTA Manager for Non-sponsored and Miscellaneous Account Receivables Accounts |
PTA Manager Requester Non-Sponsored
PTA Manager Approver Non-Sponsored |
| PTA Maintenance for Non-sponsored, Sponsored and Miscellaneous Account Receivables Accounts |
PTA Maintenance
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PTA Manager for Capital Project Accounts |
PTA Manager Capital Distributed User PTA Manager Cap Distributed Approver |
Resources
- Project, Task, and Award Attributes Job Aid - A document that provides a complete list of attributes associated with projects, tasks, and awards in Oracle Financials.
- Organization Code Hierarchy Tool - A tool that provides a tree view of the organizational code hierarchy at Stanford University.
- Common Browser Issues and Resolutions
Reporting
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 offline.
- Translate the approval authority entered in Authority Manager to how it is used in Oracle Financials.
- View scope, limit, and contact information for approvers.
