Monthly EFM Training Topics

Learning Objectives

After this session, you should be able to:

• Identify key components of the award snapshot and understand key award compliance requirements
• Understand how these factors are important to the financial management of the award: sponsor type, award amount, project and budget period, payment basis, carry forward restrictions, subawards, indirect cost assessment

Understanding Financial Requirements through Award Snapshot (Basic) – Presentation (Box Login Required)
Understanding Financial Requirements through Award Snapshot (Basic) –  Video (Box Login Required)

Learning Objectives

After this session, you should be able to:

• Understand how award terms determine the financial deliverable set up process and invoicing/financial reporting requirements
• Analyze complex sponsor requirements and know how to manage these properly, including multiple payment bases, multiple indirect cost rates, restricted carryforward, offsets, MCA, Policy 913, program income, cost sharing

May 5, 2026 Training Presentation (Box Login Required)

Learning Objectives

After this session, you should be able to:

• Understand key roles and responsibilities in managing sponsored research awards
• Apply UCLA Policy 910 to daily post award management activities
• Recognize and resolve "Pending Department Action" items efficiently
• Ensure timely submission of financial deliverables and proper fund closeout

Learning Objectives

After this session, you should be able to:

• Understand the fund groups and different expense accounts by function
• Interpret financial information for the award, such as budgets, expenses, revenues, account receivables, and transactions in the unexpended balance account
• Access and review financial data using summary and detailed expense reports in the Financial System
• Understand the difference between allowable and warning expenses based on object codes

Learning Objectives

After this session, you should be able to:

• Understand when Accounts Receivable (AR) are recorded in the General Ledger (GL) for contract and grant funds, and the process for managing AR at UCLA
• Navigate PAMS AR pages, interpret AR reason codes, and understand the follow-up and escalation process for resolving unpaid invoices
• Recognize the roles and responsibilities of Payment Solutions & Compliance (PSC), the EFM Cash Management team, and departments in the AR management process
• Explain the Letter of Credit (LOC) drawdown process for federal grants and the importance of timely closeout documentation to support final drawdowns prior to award expiration
• Describe the Intercampus Request for Reimbursement (IRR) process for Multi-Campus Agreements (MCA) and the accounting treatment of MCA revenues and expenses in the GL

NIH training grants require distinct financial reporting requirements for trainee related expenses. As most closeout packets for NIH training grants are due to EFM in September, this forum is designed for Department fund managers to bring specific training grant closeout questions to ensure accurate and complete closeout packet submissions by the deadline.

Learning Objectives

After this session, you should be able to:

• Understand the hierarchy of policies and guidelines governing sponsored project funds (from Federal regulations to sponsor-specific terms)
• Be familiar with Uniform guidance, major federal sponsor’s policies (NIH and NSF), UCOP contract and grant manual, and UCLA policies and understand the roles and responsibilities for managing sponsored project funds
• Apply practical fund management practices to ensure compliance with sponsor regulations

Learning Objectives

After this session, you should be able to:

• Understand the purpose of PAMS, including system navigation and key roles and responsibilities
• Read the Department Worklist and how to address worklist items
• Understand how assignments generate the worklist and how to update assignments and reassignments
• Explain the components and workflow of the Financial Deliverables tab, including the Pending Department Action status
• Explain the components and workflow of the Closeout tab including closeout packet workflow

Learning Objectives

After this session, you should be able to:

• Understand the purpose and navigation of the RAPID Closeout Tool and its reports
• Use checklists and worksheets to review, manage, and finalize financial award data
• Understand the standardized process for submitting a complete Closeout Packet to EFM and understand EFM’s review process through final financial submission to the sponsor

Learning Objectives

After this session, you should be able to:

• Apply EFM closeout procedures for federal and non-federal awards while using guiding principles such as Uniform Guidance
• Monitor fund expiration notices and submit a closeout packet through PAMS, including required certifications and supporting documentation
• Reconcile expenses and ensure compliance before the closeout packet due date and understand EFM’s process if submissions are late or incomplete
• Assess if a revision to the Final invoice/Financial report is needed and prepare a revision request including all necessary information
• Understand importance of reconciling expenses in the general ledger agree to the final expenses reported to the sponsor and release encumbrance to close the fund

Learning Objectives

After this session, you should be able to:

• Explain payroll compliance requirements and how Employee Compensation Compliance (ECC) supports the certification process
• Understand the functionality of ECC (e.g. navigation, roles and rights, and deadlines) and how to interpret and reconcile a project statement
• Understand types of audits, including roles and responsibilities
• Recognize common audit findings to understand how issues arise and how they can be prevented
• Understand record retention requirements