How To: Request a New Non-Sponsored Account (PTA)
Expand All Steps | Collapse All Steps
Step 1 – Log in to PTA Manager User
- Go to https://ofweb.stanford.edu
- Enter your SUNet ID and Password
- Click SU PTA Manager User
Step 2 – Build PTA Structure
- Click Non-Sponsored Account from top left menu
- Select Create New Project, Task and Award radio button
- Select an Award Type from the drop-down list (see Award Type definitions)
- Clearing
- Designated
- Endowment
- Gifts Expendable
- Operating Budget
- Other (if other, please specify)
- Click Create
Notes:- An award must have at least one project and task.
- The Transaction ID number is now created.
- At any moment beyond this point, you may reassign or terminate / cancel request under Actions from the top left menu.
- Click Add Project link
- Enter a task number for the project if applicable
- Click Add
Multiple Projects or Tasks:- For multiple Projects, repeat step e - g to add additional Projects.
- For multiple Tasks, click Add Task link under the Project you wish to associate the Task with, enter a new Task Number and then click Add.
- Click Continue
Step 3 – Complete Award Information
Important: Please maximize your browser window from this Step on as some buttons are located at the right of the screen.
- Click Edit Award
- Confirm your Award Type Description selection
- Enter Award Short Name (up to 30 characters)
- Enter Award title in Award Full Name field (up to 240 characters)
- Enter Award Purpose Description (up to 200 characters)
- Enter Award Manager's name (Last name, First name) or click lookup icon to select one
Using Lookup Tool:- Click lookup (Open Dialog) icon
- Select a search criteria from Search drop-down list
- Enter partial information in the Search field to narrow search results
- Click search icon
- Make selection from the search results
- Enter Award Principal Owner's name (Last name, First name) or click lookup icon to select one
- Enter Award Start Date or click calendar icon to select date
- Enter Award Owning Organization or click lookup icon to select one
- Enter value(s) between A and Z in Award Free Form Field, separate each value with a comma (if applicable, varies by department/org)
- Click Save
Step 4 – Set Up Terms and Condition
- Click Edit Terms & Condition
- Select the School Level of Control from the drop-down list
- Select the School Level of Restriction from the drop-down list
- Click Save
Step 5 – Enter Project Information
- Click Edit button next to the Project under the PT Configuration section
- Enter a short, unique, descriptive name of the project in Project Name field (up to 30 characters)
- Enter Project Long Name (up to 240 characters)
- Modify Project Description pre-populated from the Project Long Name field (up to 240 characters)
- Enter Project Manager's name (Last name, First name) or click lookup icon to select one
Using Lookup Tool:- Click lookup (Open Dialog) icon
- Select a search criteria from Search drop-down list
- Enter partial information in the Search field to narrow search results
- Click search icon
- Make selection from the search results
- Enter Project Principal Owner's name (Last name, First name) or click lookup icon to select one
- Enter Project Start Date or click calendar icon to select date
- Enter Project Owning Organization or click lookup icon to select one
- Enter value(s) between A and Z in Project Free Form Field, separate each value with a comma (if applicable, varies by department/org)
- Check School Base OB checkbox if you selected Operating Budget Award Type
- Click Save
Step 6 – Assign / Edit Project Personnel
- Click Add/Edit Personnel button
- Click Edit to edit or delete the Principle Owner and/or Project Manager information
~ OR ~ Click Add Personnel to add additional personnel associated with the project - Select Role Type from the drop-down list
- Enter Project Personnel's name (Last name, First name) or click lookup icon to select one
- Click calendar icon to select Start Date of the role assignment on the project
- Click calendar icon to select End Date
- Click Save or Add
- Repeat steps b - g to edit or add additional personnel
- Close Add/Edit Personnel window
Step 7 – Enter Task Attributes
- Click Edit to the right of the task
- Enter Task Name (up to 20 characters)
- Enter Task Long Name (up to 240 characters)
- Modify Task Description pre-populated from the Task Long Name field (up to 240 characters)
- Enter Task Manager or click lookup icon to select one
- Enter Task Principal Owner or click lookup icon to select one
- Click calendar icon to select Task Start Date
- Enter Task Owning Organization or click lookup icon to select one
- Enter value(s) between A and Z in Task Free Form Field, separate each value with a comma (if applicable, varies by department/org)
- Select a Service Type from the drop-down list
Note: Click Service Type Attribute Matrix link to see the definition and examples of the Service Type.
- Indicate whether statements will be emailed to the Task Manager in Email Statements drop-down list
- Click Save
Step 8 – Upload Attachments (optional)
You may attach written justification for new account setup.
- Click Attachments tab
- Click Browse and then select file to upload
- Click Upload
Note: Uploaded documents display under the View Documents section. You can click on the document name to view it or click Remove next to the document name to delete it.
- If necessary, repeat steps b - c to upload additional documents
Step 9 – Set Up Approval / FYI Routing
My Organization Requires My Approval Only
- Click Approval tab
- Select My organization requires my approval only
- Add FYI contact(s) if applicable
Add FYI Recipient:- Click Add FYI
- Enter FYI name (Last name, First name)
~ OR ~- Click lookup (Open Dialog) icon next to FYI Name field
- Select a search criteria from Search drop-down list
- Enter partial information in the Search field to narrow search results
- Click search icon
- Make selection from the search results
- Click Add
- Review the setup of this financial account
- Check I approve this request to set up a Financial Account (PTA) box to approve the request)
- Enter instructions or comments for the fund accountant
- Click Check for Errors to identify any missing information
- Click Approval tab to return to Approval routing set up
- Click Send to Fund Accountant
My Organization Requires Approvers in Addition to Me
- Click Approval tab
- Select My organization requires approvers in addition to me
- Click Add Approver to specify an approver(s)
- Select an Approver Name from the drop-down list
- Click Add
- Add an FYI contact(s) if applicable
Add FYI Recipient:- Click Add FYI
- Enter FYI name (Last name, First name)
~ OR ~- Click lookup (Open Dialog) icon next to FYI Name field
- Select a search criteria from Search drop-down list
- Enter partial information in the Search field to narrow search results
- Click search icon
- Make the selection from the search results
- Enter Email Address of FYI (if not automatically populated)
- Enter Phone of FYI (if not automatically populated)
- Click Add
- Review the setup of this financial account
- Check I approve this request to set up a Financial Account (PTA) box to approve the request
- Enter instructions or comments for the fund accountant
- Click Check for Errors to identify any missing information
- Click Approval tab to return to Approval routing set up
- Click Route for Approvals
What's 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.
- To make changes to a completed request, see Overview: Maintaining the Information Associated with Your PTAs.
