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Allocation of Costs Categories: Award Management Financial Concepts Proposals Updated: 07.28.2025 Created: 03.01.2021 Jump to: On this page Introduction Allocation of costs is the process of assigning a cost or a group of costs, to one or more PTAs in accordance with the benefits received. You should not allocate costs after the fact. Typically, you allocate costs at the time of purchase through a purchase requisition or another mechanism. However, you may need to distribute costs for items such as lab supplies to the PTAs to multiple benefitting projects. These costs may be allocated only if …

COI: Conflicts of Interest Overview Menu Overview Training and Other Information Contacts List by School Categories: Conflict of Interest Regulatory Compliance Updated: 07.24.2025 Created: 03.12.2021 Jump to: On this page Stanford and SLAC personnel may complete their disclosure of Outside Professional Activities by logging into the OPACs Dashboard Introduction The overview contains a brief review of the policies and procedures associated with the disclosure and management of conflicts of commitment and interest at Stanford University. This page also includes information to help identify and …

Financial Support for Graduate Students Categories: Award Management Financial Concepts Proposals Updated: 07.28.2025 Created: 03.19.2021 Jump to: On this page Introduction A graduate student is someone with a four-year university degree who is working on a master's degree or Ph.D. Graduate students at Stanford receive funding from a variety of sources that range from government agencies, employers and foundations to academic departments and schools.  Although these two resources set forth policy and procedures for graduate student funding, the School Dean’s Office is often the best source of …

Manage Research Data Categories: Award Management Data Proposals Regulatory Compliance Updated: 07.28.2025 Created: 03.25.2021 Jump to: On this page Introduction FAIRport Guiding Principles drive the University’s scientific data management. Make sure you understand the type of data you want to share or exchange. Your proposal may require a data management plan and your award may need a data use agreement. Sharing data Stanford provides guidance and resources for research data acquisition, sharing and management. Some data is subject to particular protections which require additional terms and …

Monthly Review and Quarterly Certification of Expenditures Categories: Award Management Financial Concepts Regulatory Compliance Updated: 05.08.2025 Created: 03.26.2021 Jump to: On this page Introduction The purpose of PI quarterly review and certification is to confirm that all expenses charged to the account are allowable, allocable to the project, and reasonable. The certification of salary expenditures confirms that salaries charged to the account are supported by a corresponding expenditure of effort during the time period being certified. The certification also assures that other …

Non-Sponsored Receivables Rates Categories: Award Management Financial Concepts Updated: 07.28.2025 Created: 11.30.2020 Jump to: On this page Introduction When Stanford’s resources are used by outside entities, the University must recover some portion of the F&A (Facilities and Administrative) costs incurred in the use of these facilities.  Any exceptions to this policy must be approved by the Office of the Vice Provost and Dean of Research or the School of Medicine Dean’s Office. Use of Stanford's Resources Use of Stanford’s resources (e.g. service centers) is permitted as long as there is …

Export Controls: Confidentiality Agreements Categories: Export Controls Regulatory Compliance Updated: 07.28.2025 Created: 03.27.2021 Jump to: On this page Introduction This topic presents a guide to understanding Stanford policies, procedures, and resources for non-disclosure and confidentiality agreements. The Basics In the course of their Stanford work, Principal Investigators and other researchers may be asked to accept confidential or restricted information, materials, software code, or technology from a sponsor or third party. The sponsor or third party (a company or a government …

Export Controls: Penalties Categories: Export Controls Regulatory Compliance Updated: 07.24.2025 Created: 03.05.2021 Jump to: On this page Introduction This topic presents an overview of legal authorities and penalties for export control violations. The Export Administration Regulations The Export Administration Regulations (EAR) provides the following sanctions: Criminal Sanctions Willful Violations University A fine of up to the greater of $1,000,000 or five times the value of the exports for each violation. Individual A fine of up to $250,000 or imprisonment for up to ten years, or both, …

Export Controls: H1-B Deemed Export Certification Categories: Export Controls Regulatory Compliance Updated: 07.24.2025 Created: 03.27.2021 Jump to: On this page Introduction Requirements and workflow related to H1-B Export Certification. Employer Requirements The Department of Homeland Security's US Citizenship and Immigration Services (USCIS) now requires all employers to assess whether an export license must be obtained prior to hiring any H1-B employee, and to certify to those findings. This certification requirement implements laws presently set forth in both the Export Administration …

How To Calculate and Charge Salary for Faculty on a 9 Month Appointment That Is Paid Over 12 Months Categories: Award Management Financial Concepts Updated: 05.22.2025 Created: 03.26.2021 Jump to: On this page Stanford allows  faculty with an academic-year appointment (9 months) to have their salary paid out over 12 months.  However, the charge to a sponsor must reflect salary as it is earned, not as it is paid.  This becomes critical as salary allocations may change over the year as new awards are received, other awards terminate, or situations change. In Labor Distribution in Oracle …