Sponsored Research Forms, Systems and Checklists

This section contains common Stanford forms (paper or digital) used in research administration. Information on the use of these forms can be found in the Start-Manage-Close section of the Research Administration Page of this website.

PDRF

The electronic (PDRF) Proposal Development and Routing Form) is used to collect and route all the proposal documents, approvals and waivers necessary for review and endorsement by Stanford University. Department Administrators (RPMs in the School of Medicine) should initiate the PDRF at the beginning of the proposal development process. PIs and administrators are required to use the PDRF which is accessed through the SeRA (Stanford Electronic Research Administration) system.

Review and Approvals

The Principal Investigator’s review and approval collected in the PDRF provides certifications required by government agencies, and an agreement to comply with Stanford and sponsor policies.

Departmental review and approvals confirm financial commitments made in a proposal, and that stated personnel and facilities are available to carry out the project. Other required special approvals are also documented.

Review and Endorsement

The (IO) Institutional Official reviews the information contained in the PDRF to endorse the proposal. The IO submits the endorsed proposal to the sponsor on behalf of Stanford University.

View PDRF resources.

F&A Waiver Request

Facility and Administrative (Indirect Cost) Waiver Request Form is used to request a F&A Waiver. This form should be submitted as soon as you know that a Facility and Administrative (F&A) waiver may be needed for the submission of a sponsored project proposal.

Learn about your your school's procedure and timeline here.

Set-up or Modify PTAs

PTA	System/Form/Procedure
New PTA Committed Cost Sharing Early PTA Extended PTA University Research PTA Changes to existing PTAs in Oracle Financials such as; incremental funding, modifications, and amendments.	SeRA Sponsored PTA Manager
Sponsored Research Project PTA Attribute Changes	Attribute changes for PTAs are not initiated in SeRA Use Stanford GA PTA Maintenance If not available, contact your OSR Accountant
OSR Overdraft Cost Sharing Request	Email Request to OSR Accountant
Fellowships with no SPO #	OSR Form 36
Request for Expenditure Allocation PTA	Word Document

Non Sponsored PTA	System/Form/Procedure
PTA Set-up Request for non-sponsored PTAs	Quick Steps: Request New PTA Capital Accounting and Fund Accounting Service Center PTA Request Form
Changes to ROLE-related attributes for Principal Owner Mass changes to PTAs	PTA Role Change Form
Changes to Org Codes	Contact your school accountant

Non Sponsored PTA

System/Form/Procedure

PTA Set-up Request for non-sponsored PTAs

Quick Steps: Request New PTA

Capital Accounting and Fund Accounting

Service Center PTA Request Form

Changes to ROLE-related attributes for Principal Owner

Mass changes to PTAs

PTA Role Change Form

Changes to Org Codes

Contact your school accountant

Subaward Forms and Checklists

Form Name	Form Number
Subaward Document Checklist for Clinical Trials	OSR Form 31 CT
Subrecipient Commitment Form	OSR Form 33
Subrecipient Commitment Form for Industry Sponsored Clinical Trials	OSR Form 33 CT
Invoice Form (Attachment C)	OSR Form 34
Sole Source/Fair and Cost/Price Analysis	OSR Form 45
Explanation of cost/price required for subawards under federal and state contracts to be completed by US university or non-profit subrecipients	OSR Form 45 A
Explanation of Cost/Price required for subawards under federal and state contracts to be completed by commercial or international subrecipients	OSR Form 45 B
Annual Subrecipient A-133 Certification	OSR Form 47

No Cost Extension

Request for a No Cost Extension - OSR Form 49

Request a No Cost Extension for Grants (Excluding those in the School of Medicine) and all Contracts. The completed and signed form should be submitted toosr_intake@stanford.edu.