Resources: Understanding PTA Status / End Date Validations for Invoice Processing

When AP matches an invoice to a PO in order to process payment, the PTA being charged is checked to ensure it is chargeable. The following validations are completed to identify the status of the PTA being charged:

On this page:

All Invoice / PO Matches

All invoice / PO matches are subject to validations that check for a valid PTA, award and project status, task chargeable, transaction controls, start and end dates on award, project and task, etc. If the match process fails at least one of these validations, AP puts the invoice on hold and an email alert is sent.

These validations are performed when an invoice is matched to a PO. The PTAE being charged must pass all of the following validations:

  1. The PTA is valid.
  2. Award status is Active or At Risk.
  3. Project status is Active.
  4. Task is chargeable.
  5. Transaction Expenditure Item Date (EID) is within the most restrictive PTA start and stop date.
  6. Expenditure type is not excluded via a transaction control on the project or task.
  7. The invoice date is not prior to the most restrictive PTA start date.

If the invoice / PO / PTA match passes validation, the invoice will be scheduled for payment.

If the invoice / PO / PTA match fails any of the above validations, AP puts the invoice on hold.

  • An Invoice on Hold Due to Closed PTA email alert is sent to the requisition preparer, the task manager and the requisition approvers, instructing the department to select another PTA that benefited from the charge.
  • The department must email the new PTA to Purchasing and Contracts at changemypta@stanford.edu.
  • If the department does not act within seven days from the date of the email alert, Purchasing and Contracts will change the PTA on the PO to the department's AP default PTA. AP then charges the invoice to the AP default PTA and notifies the department of this action.
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Invoice / PO Match for Subaward Invoices (Expenditure Type 54710 or 54720)


If the process date for a subaward invoice is 67 days or less after the most restrictive PTA end date, then the match is allowed and the invoice is processed.

If the process date for a subabward invoice is more than 67 days after the most restrictive PTA end date, the match is not allowed and AP puts the invoice on hold.

  • An Invoice on Hold Due to Closed PTA email alert is sent to the requisition preparer, the task manager and the requisition approvers, instructing the department to select another PTA.
  • The department must email the Purchasing and Contracts at changemypta@stanford.edu with the new PTA within seven days after receiving the email alert. Purchasing and Contracts will update the PO with the new PTA and confirm with the department that the invoice will be charged to the new PTA.
  • If the department does not act within seven days, Purchasing and Contracts Office will update the PO with the department's AP default PTA and notify the department that the invoice will be charged to the default PTA.
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Invoice / PO Match Where the Invoice Is Dated Prior to the Most Restrictive PTA End Date

On occasion, an invoice reaches the processing queue after the most restrictive PTA end date, but the invoice is dated prior to that end date. In these cases, the following applies:

When the process date (the date AP matched the invoice to the PO) is 57 days or less after the most restrictive PTA end date, the match is allowed and the invoice is processed.

When the process date (the date AP matched the invoice to the PO) is more than 57 days after the most restrictive PTA end date, the match is not allowed and AP puts the invoice on hold.

  • An Invoice on Hold Due to Closed PTA email alert is sent to the requisition preparer, the task manager and the requisition approvers, instructing the department to select another PTA.
  • The department must email the Purchasing and Contracts Office at changemypta@stanford.edu with the new PTA within seven days after receiving the email alert. Purchasing will update the PO with the new PTA and confirm with the department that the invoice will be charged to the new PTA.
  • If the department does not act within seven days, Purchasing will update the PO with the department's AP default PTA and notify the department that the invoice will be charged to the default PTA.
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Invoice / PO Match Where the Invoice Is Dated After the Most Restrictive PTA End Date

When an invoice is dated after the most restrictive PTA end date, once the invoice reaches the processing queue, the following applies:

When the process date (the date AP matched the invoice to the PO) is 1 to 50 days after the most restrictive PTA end date, the match is not allowed and AP puts the invoice on hold.

  • An Invoice on Hold Due to Closed PTA email alert is sent to the requisition preparer, the task manager and the PO approvers, instructing the department to confirm the existing PTA or select another PTA.
  • The department must email the Purchasing and Contracts at changemypta@stanford.edu confirming that the original PTA is the appropriate PTA to charge, or providing a new PTA within seven days after receiving the email alert. Purchasing will confirm the use of the original PTA or update the PO with the new PTA and notify the department of the PTA charged.
  • If the department does not act within seven days, Purchasing and Contracts will update the PO with the department's AP default PTA and confirm with the department that the invoice will be charged to the default PTA.

When the process date (the date AP matched the invoice to the PO) is more than 50 days after the most restrictive PTA end date, the department does not have the option of confirming use of the existing PTA. The match is not allowed and AP puts the invoice on hold.

  • An Invoice on Hold Due to Closed PTA email alert is sent to the requisition preparer, the task manager and the PO approvers, instructing the department to select another PTA. The department must email the Purchasing and Contracts at changemypta@stanford.edu providing a new PTA within seven days after receiving the email alert. Purchasing and Contracts will update the PO with the new PTA and notify the department of the change.
  • If the department does not act within seven days, Purchasing and Contracts will update the PO with the department's AP default PTA and confirm with the department that the invoice will be charged to the default PTA.
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Overbilled POs

In cases where an invoice does not pass required PO / PTA validations, AND the amount of the invoice exceeds the remaining balance on the Purchase Order, AP puts the invoice on hold and the following applies:

  • An Invoice on Hold Due to Closed PTA email alert is sent to the requisition preparer, the task manager and the PO approvers, instructing the department to select another PTA. In addition, if the PO is already fully billed or the invoice match will result in an overbill, the email alert will also include information about the overbill condition. The department must email the Purchasing and Contracts at changemypta@stanford.edu providing a new PTA and authorizing payment of the amount in excess of the PO, within seven days after receiving the email alert. Purchasing and Contracts will update the PO with the new PTA and additional amount and will notify the department of the changes.
  • If the department anticipates additional invoices, the department should submit a Change Request to increase the dollar amount of the purchase order. Purchasing and Contracts will increase the dollar amount of the PO to cover the amount of the overbill and any anticipated future invoices when the PO change request is made.
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