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TRANSCRIPT
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PAYMENT MANAGEMENT
SYSTEMACF NEW GRANTEE
ORIENTATION
COMMUNITY BASED ABSTINENCE EDUCATION (CBAE)
FMSDivision of Payment Management
Presenter
Linda M. Johnson
October 30, 2007
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AgendaI. Background Information
II. Account and Grant Structure
III. Grantee Registration
IV. System Access & Inquiry
V. SmartLink Payment Request
VI. PSC 272 Reports
VII. Remittances & Information Sources
VIII. Questions
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Overview
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July 25, 2000 - New PMS Launched
1998/9 - CFO Council Initiative to StandardizeGrant Payment Systems
1995 - HHS/PSC established
1989 -Cross-servicing begins
ORGANIZATION HISTORY
1969 - System developed for NIH
1975 - HHS-wide use
1992 - DPM Assigned to Public Health Service
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Handles account set-up and system user establishment in PMS; Processes payments and performs cash management for grant recipients; Facilitates debt collection for all grant
funds paid through PMS; Collection point for all grant-related interest throughout the Federal government; Resolves disbursement reporting issues with grant
recipients.
Distributes financial transaction data and reportsto awarding agency customers; processes
payment transaction files to the Federal ReserveBank system and U.S. Treasury; and prepares
financial reports.
Evaluates changes and enhancements to PMS;develops systems related operating procedures andsystem documentation; oversees the resolution of
system application problems; and monitorsproduction activity for accuracy.
Conducts system analysis, design, and programmingtasks; operates the computerized system;
communicates with other computer centers; executes system back-up processes; and manages physical
security for the DPM offices.
Director, DPMAnthony DiToto
University and Non-Profit Payment BranchKassandra Miles, Acting Chief
Accounting & Reports BranchBrian Harris, Chief
Accounting Systems BranchSteve Campbell, Chief
Information Systems BranchRobert Bessio, Chief
Governmental & Tribal Payment BranchKassandra Miles, Chief
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Connecting to the PMS
Internet Access:DPM homepage: www.dpm.psc.gov
Off the Shelf Software Compatibility:
Netscape 4.0 or higherExplorer 4.0 or higher
Hours of Operation7:00 AM to 6:30 PM EST
Monday – Friday
Help Desk Number877/614-5533
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Grant Life Cycle
Grantapplicationsubmitted
Awarding agencyreviews application
for approval
Grant data istransmitted to
PMS
PMS updatestheir database
PMS issues payments to
Grantee
Grantee reports disbursement datavia PSC 272 report
PMS transmits data to awarding
agency
Awarding agencyreviews data for
compliancew/ regulations
Award agencycloses award
(AUTH = DISB = PYMTS)
The Cycle Begins Here
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Recipient Registration
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Banking Information• 1199A• Available from most
banks• Downloadable PDF file
from homepage• “Fillable” form on the
PSC forms page at http://forms.psc.gov/ forms/SF/sf.html
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COMMON ERRORS
Corrections in Depositor Account Number and Bank Routing Number
Depositor Account Title not filled in
Depositor Account Title does not match Name of Payee
No signatures
FROM THE DPM HOME PAGE:
www.dpm.psc.gov
Click on “Documents & Forms”
Click on “Standard Form 1199A”
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COMMON ERRORS SIGHTED:
PIN (i.e. payee identification number in PMS) not filled in second blank field
No title listed on the fourth blank field
No e-mail listed on the last blank field
FROM THE DPM HOME PAGE:
www.dpm.psc.gov
Choose the hyperlink entitled “Grant Recipient Info”on the left side of the screen
Click the sub-heading entitled “Forms”
Click the hyperlink entitled “Primary Contact Form”
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and Account Inquiries
System Access
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Go to www.dpm.psc.gov
Click on “Payment Management System” or “SmartLink ”
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Click on “SmartLink Payment Request” or “Payment ManagementSystem”
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User name: Established by DPM (For training: All upper case -e.g. , STATION 3) Password: set by the users. Must be at least 6 alpha-numeric characters(e.g., #GRANTEE1)
*For first time users, the initial passwordis provided by DPM.
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Review for new messages; then click on Click Here for Access to the Payment Management System
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Click on: My User Info to:1) change password2) or to update usercontact information.
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1) Enter your temporary/old Password
2) Enter a new Password3) Enter your new password again in the Confirm Passwordfield4) Click on
Change
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1) Enter your new password and click OK
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Recipient On-line Inquiry- Access Through Smartlink Process
- Current Inquiries Available: Account Balance
Authorization Transactions
Payment DataSummary Grant Data
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Click on: the “?” For definitions of common PMS inquiries
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2AA5G
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2AA5G 2AA5
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2AA5G
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PIN: 2AA5 ACC: 2AA5G
PIN: 2AA5 ACC: 2AA5G
PIN: 2AA5 ACC: 2AA5G
PIN: 2AA5 ACC: 2AA5G
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2AA5G
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PIN: 2AA5 ACC: 2AA5G
PIN: 2AA5 ACC: 2AA5G
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2AA5G
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2AA5G2AA5
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SmartLink Payment Requests
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CASH DRAWDOWNS
1) Click on “Payment”2) Click on “Request for Payment”3) Enter your Account Number5) Click on “Account”.
2AA5G
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2AA5G
1. UPDATE Requestor Information or Click the Check Box If No Changes Are Required
2. Enter Payment Due Date3. Enter Expected Disbursement
Amount4. Enter Cash on Hand5. Enter Payment Request Amount6. Click on “Continue”.
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2AA5G
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2AA5G
2AA5G
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2AA5G
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2AA5G
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Reasons a Payment Can Be Denied:
- Agency Restriction
- Reasonableness
- Cash on Hand/3 day rule
- Late PSC 272
Agency has the authority to restrict grant funding and payment requests
Excessive payment requests may be rejected due to large payments in budget period
Funding requests will be denied if there is excessive cash on hand
If the electronic PSC272 quarterly report is not filed before the due date, temporary suspension of funding privileges will occur
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WHY THE 272?• FEDERAL GRANT AWARDING AGENCIES COMPARE THE272 REPORT TO RECIPIENT SF 269 FINANCIAL STATUS REPORT.
• GRANT DE-OBLIGATIONS BASED ON 272 REPORT.
• 272 REPORTS - CASH MANAGEMENT TOOL FOR THE FEDERALGOVERNMENT & GRANTEE.
• DATA SOURCE FOR AUDIT PURPOSES.
• DATA SOURCE FOR THE MEASUREMENT OF FEDERAL GRANT PERFORMANCE.
The PSC 272 ReportElectronic Reporting Process
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Access the DPM Home Pagewww.dpm.psc.gov and thenclick on Electronic 272
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Click on “Electronic 272 Reporting”
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1) Enter your Payee Identification Number (PIN)2) Enter your PSC 272 Password
• Internet Access• Over 12,000
reports for active accounts processed for each quarter
• 91.8% Return Rate
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1) Select the Payee Account Number you want to work on
2AA5G
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1) Select the PSC 272-A Form
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Optional: Identify document as it appears in your accountingsystem.
Update the cumulativetotal for each document
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1) Use the PSC 272-G to review inactive grants2) Click on the grant number if you need to change the Disbursement amount
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After Clicking on the grant number scroll to the “Bottom” of the 272 A PageTo update your disbursements
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0.00
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0.00
1) To add grants to the report that are not on the PSC 272-A or PSC 272-G click on (Click Here)2) Enter the grant info on the lines provided
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0.00
1) After updating all grants Click on
2) Click on
Refresh/Update Screen
Return to Form 272
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1) Line 4 equals net disbursements from the PSC 272-A2) Enter ‘Cash on Hand End of Period’ on Line 53) G and G1 account can report excess interest income on Line 7 4) Scroll down and click on
Click Here to Certify this Electronic 272
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1) Read the warning and check your numbers. 2) Scroll down and fill in the “CertifiedBy” and “Prepared By” information3) Click on Upload this Electronic 272
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1) Print the PSC 272 page 2) Fax the page to your DPM Account Representative
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Online Instructions from the DPM Home Page: www.dpm.psc.gov
Click on “Grant Recipient Info”Click on “Procedures”Click in “returning funds
Remittances• Remittance Express (ACH) - Next Day Credit
• Fedwire - Same Day Credit
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Remittances
DEPARTMENT OF HEALTH & HUMAN SERVICES
PMS Account #/Grant #
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Division of Payment ManagementDepartment of Health and Human ServicesP.O. Box 6021Rockville, MD 20852
Remittances
• Check via Mail:
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Information Sources
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DPM Information ResourcesDPM Homepage: www.dpm.psc.gov
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Grant Recipient Training CDTo order a copy of the Grant Recipient Training CD, please contact your Liaison Accountant or send an e-mail request to [email protected]
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Linda M. JohnsonLead Account Representative
• Telephone: (301) 443-9249• Fax: (301) 443-2672 or 3586
• E-mail: [email protected]