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Dear Colleagues,

As shared during the September Research Administration Forum, two new features are now available in the PI Portal. These enhancements provide Principal Investigators (PIs) with direct visibility into selected compliance and financial risk information already available to research administrators in the Post Award Management System (PAMS). As a result, research administrators may receive additional questions regarding fund expirations, award closeout activities, and financial deliverables requiring action.

Information displayed in the PI Portal is sourced from the Financial System and PAMS.

Expiring and Expired Funds

On the Home screen, PIs will see counts of C&G funds expiring within the next 60 days, and expired C&G funds requiring closeout, if applicable.

By selecting either count, PIs can view the details of the applicable C&G funds. PIs can also navigate directly these records by selecting the C&G Funds subtab.

Screenshot of the PI Portal dashboard showing the Funds menu expanded with the C&G Funds subtab selected, and highlighting the Fund expiration in 60 days and Expired C&G Funds to Close counts that link to applicable C&G fund details.

Financial Deliverables Pending Department Action

PIs will also see a count of financial deliverables pending department action (PDA) status in the Attention section of the Home screen. Selecting the count or selecting the Financial Deliverables Pending Department Action subtab displays additional details about these deliverables.

Screenshot of PI Portal Home screen showing the Financial Deliverables Pending Department Action count in the Attention section and the corresponding Deliverables menu option. Selecting either link displays details of deliverables pending department action.

The PI Portal displays financial deliverables with a PDA status in PAMS, excluding deliverables with a reason code of “No Cost Extension pending” or “Continuation pending.” The portal displays key information including due dates, financial deliverable category and type, status, reason code, and EFM comments.  PIs can also select “View History” to review comments recorded in PAMS.

Screenshot of Financial Deliverables Pending Department Action page displaying deliverables that require department action, including due date, category, type, status, reason, sponsor and fund information, EFM comments, and a View History link for reviewing comments recorded in PAMS.

Actions for Fund Managers

Please review all financial deliverables with a PDA status in your assigned portfolio and take the following actions:

  • If PI action is required: Confirm the PI understands the required next steps and any applicable deadlines.
  • If departmental action is already underway: Provide the PI with an update on the current status and anticipated completion timeline.
  • If the required action is unclear: Contact the assigned EFM accountant for clarification.

Questions and Feedback

We welcome your feedback. Please contact PIPortalHelp@research.ucla.edu with questions or comments regarding the PI Portal. If you have questions about the status or comments of a financial deliverable, please contact your EFM accountant.

Thank you for your partnership in managing sponsored project funds and supporting with the timely completion of sponsor requirements.

Yoon Lee
Senior Director, Extramural Fund Management
Office of Research Administration