Post on 15-Dec-2015
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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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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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”
Accessing the Payment Management System
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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 be at least 9 alpha-numeric characters (e.g., #GRANTEE1)
*For first time users, the initial passwordis provided by DPM.
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Accessing the Payment Management System
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
Changing a Password in the Payment Management System
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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
Accessing the Account Inquiry Information
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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”
Making a Payment Request:“P” Account (Sub-Accounts)
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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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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
Completing the PSC 272 Report
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1) Select the Payee Account Number in order to update disbursements
2AA5B2AA5D2AA5G2AA5G12AA5P
Completing the PSC 272 Report
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Optional: Identify document as it appears in your accountingsystem in column B
Completing the PSC 272 Report
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
Completing the PSC 272 Report
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Completing the PSC 272 Report
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
Completing the PSC 272 Report
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1) Print the PSC 272 page 2) Fax the page to your DPM Account Representative
Completing the PSC 272 Report
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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
Completing the PSC 272 Report
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After clicking on the grant number, scroll to the
BOTTOM of the 272-A Pageto update your disbursements
Completing the PSC 272 Report
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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
Completing the PSC 272 Report
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[Continued from from previous page by scrolling down with the arrow or scroll bar]
Other Worksheets:PSC 272 Report
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[Continued from from previous page by scrolling down with the arrow or scroll bar]
Other Worksheets:PSC 272 Report
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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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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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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