1. Financial Management Service
Division of Payment Management
Payment Management System Overview
ACF – Mentoring Children of Prisoners
Presenter: Anthony Holland, Sr. November 17, 2009
2. Agenda
I. Overview
• Organization History
• Organization Chart & Services
• Grant Payment Business Process
y
II. System Access and Account Inquiries
III.
III Smartlink Payment Requests
IV. PSC 272 Federal Cash Transactions Report
V. Remittances
VI. Information Sources
2
3. DPM Organizational Chart
Director, DPM
Brian Harris
Handles account set-up and system user establishment in PMS;
processes payments and performs cash management for grant
Governmental & Tribal Payment Branch
Kassandra Miles, Chief
recipients; facilitates debt collection for all grant funds paid through
PMS; collection point for all grant-related interest throughout the
Federal government; resolves di b
d l l disbursement reporting issues with grant
i i ih
recipients.
University and Non-Profit Payment Branch Distributes financial transaction data and reports
Mary Lanham, Chief to awarding agency customers; processes
g g y ;p
payment transaction files to the Federal Reserve
Bank system and U.S. Treasury; and prepares
financial reports.
Accounting & Reports Branch
Hal B ld i A i Chi f
H l Baldwin, Acting Chief
Evaluates changes and enhancements to PMS;
develops systems related operating procedures and
system documentation; oversees the resolution of
system application problems; and monitors
production activity for accuracy. Conducts system analysis,
Division of Financial Operations design, and programming tasks; operates the computerized
Systems Accounting Branch (SAB) system; communicates with other computer centers; executes
Matthew A. Zakielarz , Chief system back-up processes.
3
4. The cycle Awarding agency
begins Grant reviews
with you application application
submitted for approval
Grant data is
Award agency
A d transmitted
t itt d
closes award to PMS
(Auth = Disb = Pmts)
PMS updates
Awarding agency Grant Life Cycle
G Lif C l their database
reviews data for
compliance
w/ regulations
/ l ti PMS issues
payments to
Grantee
PMS transmits
data to Grantee reports
awarding disbursement data
agency via PMS 272 report 4
5. DIRECT DEPOSIT BANKING FORM
FROM THE DPM WEBSITE:
www.dpm.psc.gov
1. Click on “Documents & Forms”
2. Click on “Standard Form 1199A”
3. Print the form and complete
sections 1 and 2.
ti d2
4. Bank must fill out section 3
5. After form is completed, send to
Division of Payment
y
Management via express mail
COMMON ERRORS
ERRORS:
Corrections in Depositor Account Number
and Bank Routing Number
Depositor Account Title not filled in
p
Depositor Account Title does not match
Name of Payee
No signatures 5
6. Primary Contact
Person Form
FROM THE DPM COMMON
HOME PAGE: ERRORS
SIGHTED:
www.dpm.psc.gov
PIN (i.e. payee
Choose the identification
hyperlink entitled number in PMS) not
“Grant Recipient filled in second
Info” on the left side blank field – Please
of the screen e mail
e-mail or call your
DPM account
Clickthe sub- representative for
heading entitled this information
“Forms”
Forms No i l listed
N title li d on
Click the the fourth blank field
hyperlink entitled No e-mail listed on
“Primary Contact
Primary the last blank field
Form”
6
7. Connecting to the Payment
Management System
Internet Access:
DPM homepage: www.dpm.psc.gov
p g p p g
Hours of Operation
Off the Shelf 7:00 AM to 6:30 PM EST
Software Compatibility: Monday – Friday
Explorer 6.0 or higher
Help Desk Number
Netscape 4.0 or higher 877/614-5533
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9. Accessing the Payment
Management System
Go to: www.dpm.psc.gov
Click on “Payment
Management System” or “SmartLink ”
g y
9
10. Accessing the Payment
Management System
ge e Sys e
Click on “SmartLink
Payment Request or
Request”
“Payment Management
System”
10
11. Accessing the Payment
Management System
User name: Established by DPM
(For training: All upper case -
e.g. , STATION 3)
Password: set by the users Must
users.
be at least 9 alpha-numeric characters *For first time users,
(e.g., #GRANTEE1) the initial password
is provided by DPM.
11
12. Accessing the Payment
Management System
Review for new messages; then click on
Click Here for Access to the Payment Management System
12
13. Changing a Password in the
Payment Management System
Click on: My User Info to:
1) change password
2) or to update user
contact information.
13
14. Changing a Password in the
Payment Management System
1) Enter your temporary/old
Password
2) Enter a new P
E t Change
Passwordd
3) Enter your new password
again in the Confirm Password
field
4) Cli k on
Click
14
15. Changing a Password in the
Payment Management System
1) Enter your new password and
click
li k OK
15
17. Accessing the Account Inquiry
Information
Authorized
A th i d grant award i f
t d information,
ti
Account Balance Data - payments made and funds available
Authorization Transactions - Award amount, budget period and
date posted in PMS
Payment Data -
P D Payment history (payments
deposited and rejected)
Grant expenditures reported on the
Summary Grant Data - most recent PSC272 report
17
18. Accessing the Account Inquiry
Information
Click on: the “?” For
definitions of
common PMS inquiries
18
33. Payment Requests
Payment requests may be
made as often as needed:
Daily
y
Weekly
Monthly y
Bi-monthly
Remember: Funds must
be spent within three
business days!
33
34. Making a Payment Request:
“P” Account (Sub Accounts)
P (Sub-Accounts)
2AA5P
1) Click on “Payment”
Payment
2) Click on “Request for Payment”
3) Enter your Account Number
5) Click on “Account”
34
35. Making a Payment Request:
“P” Account (Sub Accounts)
P (Sub-Accounts)
1. Enter DUNS
2.
2 UPDATE Requestor Information or
Click the Check Box If No Changes Are
Required
3. Enter Payment Due Date
4. Enter Expected Disbursement Amount
5. Enter Cash on Hand
6. Enter Payment Request Amount
7. Click on “Continue”
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36. Making a Payment Request:
“P” Account (Sub Accounts)
P (Sub-Accounts)
2AA5P
123456789
36
37. Making a Payment Request:
“P” Account (Sub Accounts)
P (Sub-Accounts)
2AA5P
123456789
SUBACCOUNT1 SUBACCOUNT2
37
38. Making a Payment Request:
“P” Account (Sub Accounts)
P (Sub-Accounts)
2AA5P
123456789
SUBACCOUNT1
SUBACCOUNT2
38
39. Making a Payment Request:
“P” Account (Sub Accounts)
P (Sub-Accounts)
2AA5P
SUBACCOUNT1
SUBACCOUNT2
39
40. Making a Payment Request:
“P” Account (Sub Accounts)
P (Sub-Accounts)
40
46. Reasons a Payment Can Be Denied:
Awarding agency has the
authority to restrict grant
y g
- Agency Restriction funding and payment
requests
Excessive payment requests
- Reasonableness may be rejected due to large
payments in budget period
Funding requests will be
- Cash on Hand/3 day rule denied if there is excessive
cash on hand
If the electronic PSC272
- Late PSC 272 quarterly report is not filed
before the due date,
temporary suspension of
funding privileges will occur
46
47. The PSC 272 Report
Quarterly Electronic Reporting Process
• FEDERAL GRANT AWARDING AGENCIES COMPARE THE
PSC272 REPORT TO RECIPIENT SF 269 FINANCIAL STATUS
REPORT
• GRANT DE-OBLIGATIONS BASED ON PSC272
REPORT
• PSC272 REPORT IS A CASH MANAGEMENT TOOL FOR
THE FEDERAL GOVERNMENT AND THE GRANTEE.
• DATA SOURCE FOR AUDIT PURPOSES
• DATA SOURCE FOR THE MEASUREMENT OF FEDERAL
GRANT PERFORMANCE
47
48. Completing the PSC 272 Report
Access the DPM Home Page
www.dpm.psc.gov
www dpm psc gov and then
click on Electronic 272
48
49. Completing the PSC 272 Report
Click on “Electronic
272 Reporting”
p g
System”
49
50. Completing the PSC 272 Report
1) Enter your Payee Identification
Number (PIN)
2) Enter your PSC 272 Password
C1234
• Internet Access
• Over 12,000 reports for
active accounts processed
for each quarter
• 91.8%
91 8% Return Rate
50
51. Completing the PSC 272 Report
1) Select the Payee Account
Number in order to update
disbursements
C1234G1
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53. Completing the PSC 272 Report
Optional: Identify document as Update the cumulative
it appears in your accounting total for each document
system in column B In column E
53
54. Completing the PSC 272 Report
400,000.00
6796.39
75,000.00
98,974.00
580770.39
580770 39
1) After updating all grants
Refresh/Update Screen
Click on
Return to Form 272
2) Click on
106,267.19
54
55. Completing the PSC 272 Report
1) Line 4 equals net disbursements from the PSC 272-A
) q
2) Enter ‘Cash on Hand End of Period’ on Line 5
3) G and G1 account can report excess interest income on Line 7
4)
Click Here to Certify this Electronic 272
G TYPE
-276,085.03
276,085.03
0.00
106,267.19
-106,267.19
55
56. Completing the PSC 272 Report
1) Read the warning and check your numbers.
2) Scroll down and fill in the “Certified By” and “Prepared By” information
S ll d d i h “C ifi d B ” d “P dB ”i f i
3) Click on Upload this Electronic 272
-276,085.03
276,085.03
0.00
106,267.19
-106,267.19
56
58. Completing the PSC 272 Report
1) Print the PSC 272 page
2) Fax the page to your DPM Account
Representative
G TYPE
-276,085.03
276,085.03
0.00
106,267.19
-106,267.19
58
59. Completing the PSC 272 Report
1) Use the PSC 272-G to review inactive
grants
2) Click on the grant number if you need to
change the disbursement amount
59
60. Completing the PSC 272 Report
After clicking on the
grant number, scroll to the
BOTTOM of the 272-A Page
to update your disbursements
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61. Completing the PSC 272 Report
1) To add grants to the
report that are not on the
PSC 272 A or PSC 272 G
272-A 272-G 400,000.00
click on “Click Here” 6796.39
75,000.00
2) Enter the grant info on 98,974.00
the lines provided
p 580770.39
580770 39
253,882.00
834,652.39
164,571.06
61
65. Other Worksheets:
PSC 272 Report
[Continued from from previous page by
scrolling down with the arrow or scroll bar]
65
66. Other Worksheets:
PSC 272 Report
[Continued from from previous page by
scrolling down with the arrow or scroll bar]
66
67. Remittances
• Remittance Express (ACH) - Next Day
Credit
• Fedwire - Same Day Credit
Online Instructions from the
DPM Home Page: www.dpm.psc.gov
Click on “Grant Recipient Info”
Click on “Procedures”
Click on “returning funds
g
67
68. Remittances
US DEPT OF HEALTH & HUMAN SERVICES
PMS ACCOUNT # OR GRANT #
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69. Remittances
• Check via Mail:
Division of Payment Management
Department of Health and Human Services
P.O.
P O Box 6021
Rockville, MD 20852
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70. ?? QUESTIONS ??
For more information, please consult the
DPM Home Page: www.dpm.psc.gov
under the subheading ‘Grant Recipient Info”
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