On the page
Schedule for Fall Quarter Expenditure Certification
 

July16 - September 13, 2021:  the period when Task Managers document their monthly review of Spring Quarter expenditures.  You will receive an email notification with a link that will direct you to the system.

August 13 - September 13, 2021:  the period when PIs review and certify Spring Quarter expenditures.  You will receive an email notification with a link that will direct you to the system.

 

Introduction

The electronic certification system (eCert) supports a single consolidated review and certification process for managing sponsored project expenditures and cost sharing commitments.

  • PIs can review and certify all sponsored project expenditures of any type online in one system

  • Administrators with Task Manager authority can review all sponsored project expenditures of any type online in one system

  • Drill down capabilities enhance access to expenditure information and supporting documentation

  • Certification information and supporting documents can be centrally stored

Briefing for the PI

This briefing is for faculty, principal investigators (PIs), and individuals with a PI waiver who will use the new eCertification system quarterly to review and certify sponsored project and cost sharing expenditures. This briefing is required prior to using this system for the first time.

The Principal Investigator's Responsibilities are Detailed in Stanford Policy

Sponsored project and cost sharing expenditures must be reviewed and certified by the PI quarterly in the eCertification system to confirm that they are reasonable, allowable and provide benefit (allocable) to the project. This certification is the responsibility of the project PI (or Co-PI). A PI may delegate the monthly review of expenditures for accuracy, but may not delegate certification. These responsibilities are detailed in RPH 3.2 Management of Project Expenditures in the section on Quarterly Review and Certification of Project Expenditures by the Principal Investigator.

The review and certification process must be completed within approximately 75 days after the end of each academic quarter.

Briefing for Administrators

This briefing is for Administrators with Task Manager Authority who will use the new eCertification system quarterly to document their monthly review of sponsored project expenditures. This briefing is required prior to using this system for the first time.

The Administrator's Responsibilities are Detailed in Stanford Policy

These responsibilities are detailed in RPH 3.2 Management of Project Expenditures in the section on Quarterly Review and Certification of Project Expenditures by the Principal Investigator.

Sponsored project and cost sharing account expenditures must be reviewed and certified by the PI quarterly in the eCertification system to confirm that they are reasonable, allowable and provide benefit (allocable) to the project. These expenditures are the basis for cost reimbursements to Stanford. Although PIs may delegate the monthly review of expenditures for accuracy, they may not delegate certification.

Sponsored project and cost sharing account expenditures should be reviewed monthly by a knowledgeable individual i.e., the PI or designee typically the research administrator (the Task Manager).

  • This review is documented quarterly by the research administrator in the eCertification System and is expected to be completed before the quarterly certification by the PI.

  • Any questionable charges must be brought promptly to the PI's attention, and, if needed, corrected by an appropriate transfer.

  • Transfers should be initiated as soon as possible after a need has been identified. Procedures governing transfers of expense are defined in RPH, 15.8 Cost Transfer Policy for Sponsored Projects.

The review and certification process must be completed within approximately 75 days after the end of each academic quarter.

eCertification Is a New System for a Familiar Process

Until now, PIs have documented their quarterly review and certification of project and cost sharing expenditures by signing a printed report after their research administrator documented their monthly review of project expenditures on that report. This system replaces the printed report so PIs can complete quarterly review and certification online.

Research administrators are expected to complete and document their monthly review of project expenditures before the PI reviews and certifies. The eCertification system records this review for PIs to see.

The following award types will be marked as Review Not Tracked. Stanford policy requires all PTAs including non-sponsored PTAs to be reviewed monthly. However, the policy does not require an administrator to document their review in the eCertification system for the following projects.

  • Joint Personnel Agreement (JPA)

  • Intergovernmental Personnel Act Agreements (IPA)

  • Personnel Services Agreement (PSA)

  • Fellowship awards

  • Financial Aid Office Sponsored funded Student-Aid

  • University Research

  • Cost-Sharing Overdrafts

  • Non-Salary threshold +/- $100

  • Project with no transactions

 

Briefing for Overseers

This briefing is for Administrators with Overseer Authority who will use the new eCertification system quarterly to monitor the review and certification of sponsored project expenditures by PIs and their administrators. Please read this briefing before using this system for the first time.

The Principal Investigator's Responsibilities

Sponsored project and cost sharing account expenditures must be reviewed and certified by the PI quarterly in the eCertification system to confirm that they are reasonable, allowable and provide benefit (allocable) to the project. These responsibilities are detailed in RPH 3.2 Management of Project Expenditures in the section on Quarterly Review and Certification of Project Expenditures by the Principal Investigator.

The review and certification process must be completed within approximately 75 days after the end of each academic quarter.  Additional information about the Monthly Review and Quarterly PI Review and Certification Process can be found here.

eCertification Is a New System for a Familiar Process

Until now, PIs have documented their quarterly review and certification of project and cost sharing expenditures by signing a printed report after their research administrator documented their monthly review of project expenditures on that report. This system replaces the printed report so PIs can complete quarterly review and certification online.

Research administrators are expected to complete and document their review of project expenditures before the PI reviews and certifies. The eCertification system records this review for PIs to see.

Overseers are expected to monitor both administrator's review progress, and PI's review and certification progress.

Overseer Responsibilities

As the Overseer it is important that you become familiar with the new eCertification system so you can monitor the progress of the Research Administrators and Principal Investigators for whom you are responsible. 

As an Overseer you have the following responsibilities:

  1. Review the list of Task Managers and update in ePTA manager as applicable. Ensure all Research Administrators have salary view authority in Authority Manager

  2. Review the list of certifiers to make sure that they are valid PIs and they are not listed as Task Managers

  3. Reassign a Task Managers temporarily for the quarter as necessary within the system. Select "Reassign" from the top navigation. You can temporarily reassign a task manager for one or all PTAs for one quarter.

  4. Reassign a Task Manager permanently through SU PTA Manager.

  5. If you are a School Overseer, grant department overseer authority where appropriate through Authority Manager.

  6. Review all the other functionality that is available to you in the new system such as left navigation, dashboard links, drill down functionality etc.

  7. Maintain the correct Primary Task Managers for each PI and Self Certifier.

  8. Monitor Task Manager Review progress and PI Certification the progress against the due date.

  9. Assist with the escalation process as necessary.

The following award types will be marked as Review Not Tracked. Stanford policy requires all PTAs including non-sponsored PTAs to be reviewed monthly. However, the policy does not require an administrator to document their review in the eCertification system for the following projects.

  • Joint Personnel Agreement (JPA)

  • Intergovernmental Personnel Act Agreements (IPA)

  • Personnel Services Agreement (PSA)

  • Fellowship awards

  • Financial Aid Office Sponsored funded Student-Aid

  • University Research

  • Cost-Sharing Overdrafts

  • Non-Salary threshold +/- $100

  • Project with no transactions

LAUNCH THE ECERTIFICATION SYSTEM

Created: 03.27.21
Updated: 07.13.21