Areas of Responsibility

The Business Affairs organization is led by Randy Livingston, Vice President for Business Affairs and Chief Financial Officer. Randy reports to Stanford's President John Hennessy. Business Affairs includes many of the administrative organizations that support Stanford's academic mission: Human Resources, Research Financial Compliance & Services, Office of Sponsored Research, Financial Management Services (Controller's Office, Treasurer's Office, Purchasing & Payment Services, Global Services, and Financial Management Consulting & Services), Administrative Systems, IT Services, Internal Audit and Institutional Compliance, Information Security Office, Risk Management, and Business Development and Privacy.

Descriptions by Unit

Human Resources

The Human Resources (HR) organization is responsible for ensuring that staff human resources strategies, programs and services are aligned with the academic mission of the University. This responsibility includes the development, implementation and administration of high impact/high value compensation, benefits, staffing, recruitment, employee relations and training programs. The purpose of these programs is to address staff recruitment, retention, motivation, and professional development at Stanford. Policies and practices are intended to be consistent and fair and promote a productive workforce and diverse work environment. Compliance with labor law and regulations is also overseen by Human Resources.

Research Financial Compliance & Services

Research Financial Compliance and Services (RFCS) consists of five primary organizations: Cost and Management Analysis; Sponsored Accounts Receivables and Cash Management; Property Management Office; Research Policy and Compliance; and Research Financial Reporting. RFCS provides compliance oversight and services to Stanford’s research community and supporting infrastructure.

  • Cost and Management Analysis (CMA) determines, proposes, and negotiates the Facilities and Administrative (Indirect) Cost Rates and Fringe Benefits Rates. CMA negotiates the F&A amount for the SLAC contract with the Dept. of Energy (DOE). CMA also provides cost analysis studies and financial planning support for the university.
  • Sponsored Accounts Receivables and Cash Management performs billing, receipts and collections for all sponsored (government and non-government) awards in the university. They are also responsible the remittance of federal interest.
  • Property Management Office (PMO) is responsible for personal property (capital assets) administration. PMO facilitates recording and tracking of asset records, including maintenance and warranty information; calculates depreciation; manages physical inventory and issue reports to management and sponsors. PMO also runs the university surplus sales and reuse programs.
  • Research Policy and Compliance (RAPC) develops administrative policy for extramural research in conjunction with the Dean of Research Office and Office of Sponsored Research, interprets federal policy, manages federal and non-federal audits of sponsored activities, and manages recharge activities. RAPC supports and develops systems that aid financial compliance.  RAPC manages the university burdening process and addresses school and departmental research financial compliance questions.
  • Research Financial Reporting designs and produces reports supporting the research financial activities and replies to federal research report requests.  Research Financial Reporting also manages the accounting for sponsored research revenues.

Office of Sponsored Research

The Office of Sponsored Research (OSR) provides pre-award and post-award administrative services for sponsored projects for the University. In addition, OSR works in close collaboration with a number of partner groups in other central and school offices to help ensure the overall effective coordination of research administration services, systems, policies, and processes.

OSR facilitates funding opportunity searches, reviews and endorses sponsored projects proposals, negotiates and accepts awards, and issues subawards on behalf of the University.  In addition, OSR establishes accounts in the financial system, invoices sponsors for expenditures, and fulfills sponsor's financial reporting requirements.  OSR works to ensure that Stanford is fully compliant with sponsor terms and conditions, University policies, and federal regulations and requirements.

OSR also provides oversight and direction for the Stanford Electronic Research Administration (SeRA) system.

Financial Management Services

Financial Management Services (FMS) consists of five primary organizations: Controller's Office, Treasurer's Office, Purchasing & Payment Services, Global Services, and Financial Management Consulting & Support. FMS provides financial services to Stanford's distributed communities including university faculty, staff, students, parents, alumni, donors, and suppliers.

  • The Controller's Office is responsible for leading and managing the financial and management accounting activities of the University. The financial environment has become significantly more complex over the years. Controller's Office staff helps us manage the critical risks that we face.
  • The Treasurer's Office is responsible for debt management, bond programs, cash management, forecasting and credit card merchant services. Staff in the Treasurer's Office are undertaking a number of important initiatives which will improve the financial health of the University. Visit the Office of the Treasurer web site.
  • Purchasing & Payment Services is responsible for the policies, processes, and systems associated with Purchasing & Accounts Payable, Travel and Reimbursement, and the University's Purchasing Card (PCard) and Travel Card programs. They continue to work towards establishing a seamless Procure-to-Pay process.
  • Global Services is partnering with the Provost and Legal offices as they work to make it easier for the Stanford community to undertake global activities in a compliant manner. Visit the Global Compliance and Operations web site.
  • Financial Management Consulting & Support is responsible for driving business process improvements and system initiatives, and improving customer satisfaction through effective customer support, training, online support materials, marketing and communications.
  • Other responsibilities include financial policy oversight, quality assurance and liaison to SLAC and the Hospitals which cross the organization.

For information and resources to assist with financial tasks, visit the Gateway to Financial Activities web site.

Administrative Systems

Administrative Systems (AS) AS provides implementation and maintenance support for strategic administrative applications at Stanford. The core systems include Financials, Student Administration, Human Resources Management, Research Administration, Payroll, Registries, and Data Warehousing/Reporting. Users know these systems as Oracle, PeopleSoft, Axess, Kronos, ReportMart, StanfordYou, etc.

AS partners with university business offices, including the Registrar's Office, Controller's Office, Human Resources, Payroll, etc., to ensure that our systems meet Stanford's requirements. We provide technical support for the systems themselves and functional support for users. Our overall goal is to provide systems that enable smooth, seamless administrative support for the teaching, learning, and research efforts of the university.

Information Technology Services

IT Services (ITS) manages the University's central information technology infrastructure and provides hundreds of services and applications for both academic and administrative use. Support is provided in four layers:

  • Participation and client-focused leadership in institutional IT planning, including strategies for data center expansion, centrally managed storage and backup, and business continuity and disaster recovery.
  • Applications and services for departments and end-users, from email and calendaring, to wireless connectivity and web authentication, to Windows and Linux server hosting -- all supported by a front-line help desk, contract-support consultants, online self-help, and training.
  • Applications and services that support other campus service providers, including the help desk, change management, and network registration systems.
  • A communications and collaboration infrastructure robust enough to support advanced network, voice, and web-based services.

Internal Audit and Institutional Compliance

The mission of the Internal Audit Department is to strengthen the control environment throughout the University by providing clients ongoing risk assessment, constructive recommendations, reliable opinions, and timely assistance. Department responsibilities include examining and evaluating the policies, procedures and systems that are in place to ensure:

  • reliability and integrity of information;
  • compliance with policies, laws, and regulations;
  • safeguarding of assets;
  • economical and efficient use of resources; and
  • accomplishment of established objectives and goals for operations or programs.

The Institutional Compliance Program, which reports to Internal Audit, was created in 2001 to:

  • coordinate the University's compliance assurance activities (laws, regulations, contractual requirements);
  • ensure the institutional perspective is always present;
  • assess existing programs against Federal Sentencing Guidelines' characteristics of "ideal" compliance program, and improve them as necessary;
  • implement "early warning" program for emerging compliance issues; and
  • carry out specific compliance support activities.

Information Security Office

The Information Security Office (ISO) oversees the Stanford community's efforts to protect its computing and information assets and to comply with information-related laws, regulations, and policies. In order to fulfill its mission, the Office provides information security training, evaluations and recommendations of best practices, and technology solutions for the campus network and computers. The Office also coordinates information security incident response.

Risk Management

Risk Management (RM) evaluates risk from the standpoint of the entire University, rather than a single department or area; eliminates or modifies conditions or practices, wherever practical, which may cause loss; assumes risks whenever the amount of potential loss would not significantly affect the University's financial position; and purchases insurance from whatever source (agent, broker, or insurance company) is deemed to be in the best interests of the University.

Business Development and Privacy

Business Development evaluates and implements new business opportunities presented to the University, manages the policies governing use of the Stanford's name and trademarks, and completes the strategic assessment of business issues facing the University on behalf of the Vice President of Business Affairs.

The University Privacy Officer is responsible for compliance with the Health Insurance Portability Administration Act of 1996 (HIPAA), as well as facilitating a coordinated approach to privacy policies and practices across the University. The Privacy Officer is also responsible, in conjunction with the Office of the General Counsel and the Office of Information Security, for developing and executing a plan of action when a privacy breach has occurred.