Mandatory PAN Reviewer Training

PAN Reviewer training is required of all staff identified as having primary budget responsibility over a particular department or unit. This article provides background information and best practices for Mandatory PAN Reviewers and outlines the steps required to complete training.

UCLA currently utilizes a post-authorization notification (PAN) system as a means of informing designated reviewers - typically the appropriate budget owner - when a financial transaction which impacts an FAU under their purview has been initiated or modified. The purpose of the PAN review system is to ensure all transactions are legitimate, approved, and properly recorded.

Each department and unit at UCLA Extension has identified certain individuals (primarily directors, CEs, and deans) who serve as mandatory reviewers for transactions impacting their areas of oversight. Other interested parties, including preparers, Extension BFS staff, and campus administrators, if they are included as non-mandatory reviewers for certain FAUs, object codes, or transaction types, will receive an email notification of the PAN for informational purposes. Mandatory reviewers, on the other hand, must regularly log into the PAN review system to actively confirm their approval of these transactions.

Both mandatory and non-mandatory review status is configured by Extension's Department Security Administrators (DSAs) in the Distributed Administrative Computing Security System (DACSS).

Responsibilities of Mandatory PAN Reviewers

Mandatory reviewers receive up to 2 email reminders per day from the PAN system alerting them to new PANs to review. Mandatory reviewers must log on to the PAN system to review new notifications within 2 business days. PANs can be accessed remotely through the Campus VPN (Extension ITS can assist, if necessary).

No one can log in and review PANs on behalf of mandatory reviewers. This is especially important to note when reviewers plan to be out of the office for more than 2 business days, or are planning to separate from UCLA Extension. Please submit a Mandatory PAN Reviewer Out-of-Office Request (select Mandatory PAN Reviewer Out-of-Office Request from the Systems Access (DSA) request type category) to Extension BFS when you know you will be out of the office for more than 2 business days. Please include the following information with your request:

• Last day in the office before leave
• Return to work date
• Name of the Mandatory PAN Reviewer providing coverage in your absence

Best Practices

1. Establish a regular routine by logging in to the PAN system at the same time daily to review new PANs.
2. Sort PANs by oldest first by clicking on the Date column in the PAN inbox.
3. Use the Forward option at the bottom of the PAN when you want to share it with someone who is not a reviewer.
4. Do not use the Add Comment option on the PAN unless you want your comment to become part of the permanent record.
5. If you have a question for the preparer, copy the top section of the PAN, click on the preparer’s email address, type your question and paste the copied information.
6. Use the Next navigation option on the bottom of the PAN to move to the next PAN.
7. When you are done reviewing PANs, return to the inbox and click the Delete All Read option to remove all read PANs from the inbox.

Compliance

Mandatory PAN Reviewer audits are conducted regularly by Extension BFS to ensure PANs are reviewed in a timely manner. Unread PANs more 2 business days old will result in a non-compliance notice with a cc to the CAO/CFO of the organization.

Mandatory PAN Reviewer Training

If your role requires you to serve as a mandatory PAN reviewer, you must first complete a very brief training. To complete Mandatory PAN Reviewer Training:

1. Watch the PAN Reviewer Training video (11 minutes).
2. Carefully review the information above.
3. Notify the Extension DSAs when you have completed steps 1 and 2 and are ready to have your PAN Reviewer access established.

For additional information about this topic, please contact [e-mail].