Account Management & Financial FAQ

Projects, funding, and affiliations can change over time.  Here are some of the more common questions about accounts for current and active nano@stanford Lab Members.

Financial questions specific to SNF:

Financial questions specific to SNSF:

What's a PTA?

This is a Stanford account identifier.  Every funded award (Stanford) and purchase order (non-Stanford) has an assigned PTA. To find the PTA's that you are authorized to charge

• SNF: Log onto NEMO, select the Usage icon;  the Projects pull-down will show the project(s) assigned to you.
• SNSF: Log onto Badger.  Create a reservation by selecting an instrument you are qualified on, Select Reservation Actions, Select Make and the Project drop down will show your active PTAs. 

How do I switch to a new PTA?

This involves deactivating your old PTA and replacing with a new one.  A financial authority or PI/Manager for this PTA must sign off.  The replacement date must be effective on the first of the calendar month; it can be retroactive to the first of the current month, provided the month has not yet closed.  Make sure to provide begin and end dates.

• Internal users: Please see Access for Existing Internal Users and select the appropriate option.
• External users: Please see Access for Existing External Users and fill out the corresponding form or send an email. For SNSF, please also refer to External User FAQ
   

How do I add, replace, reactivate, or extend a PTA?

You can charge multiple PTAs, if you are working on multiple projects (you'll select the PTA to be charged when enabling a tool.) To add a PTA, a financial authority or PI/Manager must sign off. If the PTA to be added is from an external organization, an SNF Agreement Form needs to be on file and you will need to sign an Exhibit A form for this organization. Wait for approval after submitting the form. You will receive an email when your PTA on file has been updated.

• Internal users: Please see Access for Existing Internal Users and select the appropriate option.
• External users: Please see Access for Existing External Users and fill out the corresponding form or send an email. For SNSF, please also refer to External User FAQ
   

How do I change my organizational affiliation?

If you make a permanent change in organizational affiliation, you'll need to update your PTA and your new contact email. If your change in affiliation is temporary (for example, you are a Stanford student on an industrial summer internship in the lab), just follow the "Addition of PTA" instructions above.

• Internal users: Please see Access for Existing Internal Users and select the appropriate option.
• External users: Please see Access for Existing External Users and fill out the corresponding form or send an email. For SNSF, please also refer to External User FAQ
   

How do I reactivate my account?

If your account is deactivated, you will be required to reactivate your account by following the links below. All safety training and accounting information must be up to date. Requalification on equipment is done on a tool-by-tool basis; contact the tool owners to discuss.

• Internal users: Please see Access for Existing Internal Users and select the appropriate option.
• External users: Please see Access for Existing External Users and fill out the corresponding form or send an email. For SNSF, please also refer to External User FAQ
   

What is the billing cycle?

The fiscal cycle runs by calendar month, from the first day of the month to the last.  Financials close within a week of the last day of the month (SNF) or the first weekday of the month (SNSF).

Account start/end dates should be on the first/last day of the months during the effective time period; mid-month changes following the close of financials will incur additional administrative cost
Lab charges are incurred on completion. Therefore, if a tool is enabled one month (say, 11 pm on Jan. 31) and disabled the next month (1 am on Feb. 1), the transaction will appear in the month of February, not January. If you wish to avoid charges in a calendar month, make sure to plan accordingly.

How do I request a billing change?

All billing requests should be addressed BEFORE the month close. (A common example: forgetting to disable a tool.) After the month close, you may be subject to additional charges for administrative time needed to reverse charges. So PLEASE make sure to check your charges at the end of every month!

SNF: Requests for billing changes can be made through NEMO, under the Requests header. Please see the NEMO Guide for more details.

SNSF: Requests for billing changes should be directed to the instrument manager ASAP and/or requested through this form.