account setup

account setup

OSR sets up different types of PTAs based on project needs and the terms and conditions of the award. 

OSR strives to do so within four business days. Department administrators can speed up the process by ensuring all internal requirements noted on the PDRF are completed, all protocols (human/animal subjects) are approved, and, if the budget has been significantly modified, OSR has been sent the revised budget.

The Setup Process

  1. After a Sponsored Project Award is received and  processed by OSR or RMG, an Award Approval Notification (AAN) is created and  emailed to the project stakeholders.
  2. A New PTA Setup transaction is created and assigned to a department administrator via the SeRA system for review and completion.
  3. The Notice of Award (NOA) will be sent out once the New PTA Setup transaction has been completed. The NOA will now include PTA details.
  4. A New PTA Setup transaction will be automatically generated as the final step of issuing a New Award in SeRA.

For details about the complete process and your role see:

User Guides

Other Resources Available to You

  • Get direct support through HelpSU
  • Schedule a  one-on-one PTA  account setup session by  submitting  a HelpSU ticket.
  • Attend a drop-in classes. These sessions will take place at Encina 124.    There is no agenda, just come if you’d like some in-person assistance with any SeRA functionality; no RSVP required.   We will consider extending these past May if the demand for these sessions is sufficient.
    • Tuesday, May 28              9am – 1pm
    • Tuesday, May 21              1pm – 5pm
    • Tuesday, May 14              9am – 12:30 pm
    • Tuesday, May 7                1pm – 5pm

 

Contact

Research Managment Group

School of Medicine

PTA Setup for All Schools

Category: 
Account/PTA Creation
Sitewide Category: 
account setup
PTA setup
preaward spending
award management

account setup

An early PTA allows you to open up a PTA prior to receipt of an award or while an award is being negotiated. This allows you to begin charging expenses to the project at the PIs risk.

When you request an early PTA, the PI must identify a guarantee PTA with unrestricted funds to cover the costs in the event that the award does not materialize. 

Once the award is received, an early PTA becomes the project PTA. The project is already setup in SeRA. An early PTA can be requested in the SeRA system. If human, animal subjects or stem cells are involved, certification is required that protocols have been filed for review and that no expenses involving those activities will be incurred until the final protocol approval is granted. 

Scroll down to open the Sponsored PTA Manager - Dept. User Guide and the Sponsored PTA Manager - Early/Extend - Post Award User Guide here

What Not to Do

Do not charge early expenses to an unrestricted PTA when spending in advance of a fully executed award because it is very difficult to separate costs that benefit a sponsored project from other costs in an unrestricted PTA.

You would have to transfer the early expenses to the proper PTA once the award is executed, and provide careful documentation of how they benefit the project. Additionally, depending on how the expenses are incurred, the costs could be considered unallowable. The CAS (Cost Accounting Standards) language states: 

The costs of any work project not contractually authorized, whether or not related to performance of a proposed or existing contract, shall be accounted for, to the extent appropriate, in a manner which permits ready separation from the costs of authorized work projects.

Do not use another sponsored PTA to fund expenses that you intend to move later. The expenses would be considered both unallowable and unallocable. 

 

Category: 
Account/PTA Creation
Sitewide Category: 
early PTA
account setup
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