Dear PAMS Users,
We are excited to announce the creation of a new Financial Deliverable reason code, “Policy 913 Only Pending Final Payment”, to assist departments in closing expired funds.
When departmental assistance is needed to complete invoices or financial reports, financial deliverables will appear on your PAMS worklist under “Invoice and Reports Due to Sponsor”. These deliverables have a status of “Pending Department Action”, along with a reason code and comments to explain information needed from the department to complete the deliverable and close the fund.
Reason code: “Policy 913 Only Pending Final Payment”
Applicable to expired industry sponsored clinical trial funds that are subject to Policy 913. The department has confirmed that all closeout documents and/or justifications for unspent balances are ready, but the fund cannot be closed solely because the final payment has not been received from the sponsor.
- If the department provides EFM with a date of anticipated final payment from the sponsor, this will be the new financial deliverable due date in PAMS (no later than 1.5 years from the original final financial deliverable due date).
- If the department does not know the anticipated final payment date, EFM will extend the due date of the final deliverable out by 1.5 years. This timing was determined to be a reasonable timeframe to expect final payment from the sponsor as consulted with DGSOM (Hematology-Oncology), recipients of most industry sponsored clinical trials on campus.
For both scenarios above, if final payment is received any time before the financial deliverable due date, notify the EFM accountant and submit the closeout packet to EFM.
When the new final deliverable due date appears in the PAMS worklist, and the final payment from the sponsor has still not been received, the department should proceed to close the fund based on the total payments received as of that date. If final payment is received after the fund has been closed, the department can deposit the payment referencing the contract & grant fund and EFM will advise on next steps.
Reason code: “Policy 913 Documents”
For all other funds subject to Policy 913 pending departmental assistance to close the fund, the financial deliverable will appear in your worklist with a reason code of “Policy 913 Documents”, along with comments to note the missing information.
You can find more information about the reason codes here: link to PDF from FAQ #24.
Financial Deliverables List
What is next?
Review funds in your worklist and determine if they meet the use of this new reason code providing the date of anticipated final payment.
To assist with closing expired funds, the Expired Funds to Close report in PAMS will include a new category that represents expired funds where the final financial deliverable has been flagged with the new reason code, “Policy 913 Only Pending Final Payment”.
Visit the PAMS FAQs for questions about funds in your worklist. For questions about this release, please reach out to PAMS Help.
Thank you,
PAMS Help Desk
PAMSHelp@research.ucla.edu
Phone: 310-794-0008