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.
SeRA Proposal Development Routing Form
For Proposals submitted through the Office of Sponsored Research
The electronic Proposal Development and Routing Form (PDRF) is used to collect and route all the proposal documents, approvals and waivers necessary for review and endorsement by Stanford University. PIs and administrators are required to use the PDRF which is accessed through the Stanford Electronic Research Administration (SeRA) 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 Institutional Official (IO) 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.
For Proposals submitted through the School of Medicine's Research Management Group (RMG)
the PI/ department should complete a Proposal Intake Form (PIF) in SeRA and submit to RMG for intake and processing (recommended at least 30 days in advance of the sponsor deadline). The Research Process Manager (RPM) will then follow up with a draft budget, internal deadlines, and proposal guidance as needed.
Note: the PIF process excludes SOM postdoc fellowships and industry sponsored clinical trials.
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
New, Extended, Amend, Early Account
|Budget Reallocation||Budget Reallocation|
|Create an New Task for an Existing PTA||New Task|
|New Fabrication of Capitol Equipment Project and Task||New Fabrication Project - Task|
|Sponsored Research Project PTA Attribute Changes||Modify PTA Attribute|
|New Cost Sharing Award and Task||New Cost Share Project Task|
|New Program Income||New Program Income Award|
|OSR Overdraft Cost Sharing Request|
|Request for Expenditure Allocation PTA|
|SeRA Central Office Request forms|
|Pre Award Central Office Requests - you need to tell/ask the sponsor something|
|Check Next Funding Increment Status|
|No Cost Extension Request|
|Sponsor Approval for Carry Forward|
|Sponsor Approval for Changing PI|
|Sponsor Approval for Equipment Purchase|
|Sponsor Approval for Key Personnel Change|
|Sponsor Approval for New Subaward|
|Sponsor Approval for PI Effort Change|
|Sponsor Approval for Rebudgeting|
|Sponsor Approval for SOW Change|
|Sponsor Approval for Travel|
|Non Sponsored PTA||System/Form/Procedure|
|PTA Set-up Request for non-sponsored PTAs|
Changes to ROLE-related attributes for Principal Owner
Mass changes to PTAs
|Changes to Org Codes||Contact your school accountant|
No Cost Extension
SeRA Central Office Request for No Cost Extension
Please do not submit a SeRA Central Office Request if:
(a) You already have an official award/agreement amendment or modification from the sponsor and want to extend the award period of performance. Forward the agreement amendment or modification to:
Research Management Group: email@example.com for all School of Medicine (SoM) grants or cooperative agreements
Research Management Group - Clinical Trials: firstname.lastname@example.org for clinical trial agreements
Industrial Contracts Office: email@example.com for all industry funded agreements
Office of Sponsored Research: firstname.lastname@example.org for agreements except SoM grants/cooperative agreements (RMG), clinical trial agreements (RMG-CT), direct industry funded agreements (ICO).
(b) You want to follow up on a no-cost extension request (contact the person directly who submitted the request, or find out the status of the request by searching in SeRA by the request transaction ID or SPO number), or