Financial Management Service Division of Payment Management November 13, 2008 Payment Management System Training Indian Health Service Special Diabetes

Financial Management Service Division of Payment Management

November 13, 2008

Payment Management System Training

Indian Health Service Special Diabetes Grantee Meeting

Presenter: Janet Morgan Fowler

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Agenda

I. Overview• Organization History • Organization Chart & Services• Grant Payment Business Process

II. System Access and Account Inquiries

III. Smartlink Payment Requests

IV. PSC 272 Federal Cash Transactions Report

V. Remittances

VI. Information Sources

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Overview

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ORGANIZATION HISTORY

July 25, 2000 - New PMS launched

1998 to 1999 - CFO Council Initiative to standardize grant payment systems

1995 - HHS/PSC established

1992 - DPM assigned to Public Health Service

1989 - Cross-Servicing Team established

1975 - HHS-wide use

1969 - System developed for NIH

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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 programming tasks; operates the computerized system; communicates with other computer centers; executes system back-up processes.

Acting Director, DPMBrian Harris

University and Non-Profit Payment BranchMary Lanham, Chief

Accounting & Reports BranchBrian Harris, Chief

Division of Financial Operations Systems Accounting Branch (SAB)

Matthew A. Zakielarz , Chief

Governmental & Tribal Payment BranchKassandra Miles, Chief

DPM Organizational Chart

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Grant Life Cycle

Grantapplicationsubmitted

Awarding agencyreviews

applicationfor approval

Grant data istransmitted

to PMS

PMS updatestheir database

PMS issues payments to

Grantee

Grantee reports disbursement datavia PMS 272 report

PMS transmits data to

awarding agency

Awarding agencyreviews data for

compliancew/ regulations

Award agencycloses award

(Auth = Disb = Pmts)

The cycle begins

with you

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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 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 2.4. Bank must fill out section 35. After form is completed, send to

Division of Payment Management via express mail

DIRECT DEPOSIT BANKING FORM

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Primary Contact Person Form

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”

COMMON ERRORS SIGHTED:

PIN (i.e. payee identification number in PMS) not filled in second blank field – Please e-mail or call your DPM account representative for this information

No title listed on the fourth blank field

No e-mail listed on the last blank field

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Connecting to the Payment Management System

Internet Access:DPM homepage: www.dpm.psc.gov

Off the Shelf Software Compatibility: Explorer 6.0 or higher Netscape 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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System Access

and Account Inquiries

Payment Management System

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Accessing the Payment Management System

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 9 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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Changing a Password in the Payment Management System

Click on: My User Info to:1) change password2) or to update user contact information.

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1) Enter your temporary/old Password

2) Enter a new Password3) Enter your new password again in the Confirm Password field4) Click on

Change


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1) Enter your new password and click OK


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Accessing the Account Inquiry Information

Account Balance Data -

Authorization Transactions -

Payment Data -

Summary Grant Data -

Authorized grant award information, payments made and funds available

Payment history (payments deposited and rejected)

Grant expenditures reported on the most recent PSC272 report

Award amount, budget period and date posted in PMS

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Click on: the “?” For definitions of common PMS inquiries


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2AA5P


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2AA5P 2AA5


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2AA5P


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2AA5P2AA5

2AA5P2AA5

2AA5P2AA5


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27

2AA5G


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PIN: 2AA5 ACC: 2AA5G

PIN: 2AA5 ACC: 2AA5G


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2AA5P


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2AA5 2AA5P


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2AA5 2AA5P


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2AA5P


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2AA5 2AA5P


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Payment RequestsPayment requests may be made as often as needed:

DailyWeeklyMonthly

Bi-monthly

Remember: Funds must be spent within three

business days!

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1) Click on “Payment” 2) Click on “Request for Payment” 3) Enter your Account Number5) Click on “Account”

2AA5P

Making a Payment Request:“P” Account (Sub-Accounts)

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1. Enter DUNS2. UPDATE Requestor Information or

Click the Check Box If No Changes Are Required

3. Enter Payment Due Date4. Enter Expected Disbursement

Amount5. Enter Cash on Hand6. Enter Payment Request Amount7. Click on “Continue”


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2AA5P123456789


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2AA5P123456789

SUBACCOUNT1 SUBACCOUNT2


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2AA5P123456789

SUBACCOUNT1SUBACCOUNT2


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2AA5P

SUBACCOUNT1SUBACCOUNT2


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2AA5G

Making a Payment Request:“G” Account (Cash Pooled)

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2AA5G


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2AA5G


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2AA5G

2AA5G


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2AA5G


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- Agency Restriction

- Reasonableness

- Cash on Hand/3 day rule

- Late PSC 272

Awarding 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

Reasons a Payment Can Be Denied:

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• 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

The PSC 272 Report

Quarterly Electronic Reporting Process

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Access the DPM Home Page www.dpm.psc.gov and then

click on Electronic 272

Completing the PSC 272 Report

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Click on “Electronic 272 Reporting”System”


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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

2AA5


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1) Select the Payee Account Number in order to update disbursements

2AA5B2AA5D2AA5G2AA5G12AA5P


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1) Select the PSC 272-A Form


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Optional: Identify document as it appears in your accountingsystem in column B


Update the cumulativetotal for each document In column E

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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 5

3) G and G1 account can report excess interest income on Line 7 4)

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 “Certified By” and “Prepared By” information

3) 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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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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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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Other Worksheets:PSC 272 Report

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[Continued from from previous page by scrolling down with the arrow or scroll bar]


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Online Instructions from the DPM Home Page: www.dpm.psc.gov Click on “Grant Recipient Info” Click on “Procedures” Click on “returning funds

Remittances

• Remittance Express (ACH) - Next Day Credit

• Fedwire - Same Day Credit

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Remittances

US DEPT OF HEALTH & HUMAN SERVICES

PMS ACCOUNT # OR GRANT #

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Division of Payment Management

Department of Health and Human Services

P.O. Box 6021

Rockville, MD 20852

• Check via Mail:

Remittances

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DPM Information ResourcesDPM Homepage: www.dpm.psc.gov

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For more information, please consult theDPM Home Page: www.dpm.psc.gov

under the subheading ‘Grant Recipient Info” or “Contacts”

For questions, please contact one of the following Account Representatives:

• Bernice Coker ~ Telephone: (301) 443-0130• Nicole Dunning ~ Telephone: (301) 443-0395• Kathleen Vardon ~ Telephone: (301) 443-9200• Facsimile: (301) 443-9200