Financial Management Service Division of Payment Management

Payment Management Systemand Federal Financial Report

System User Training

Janet Morgan Fowler, Accountant and Team LeaderUS Department of Health & Human Services

Program Support Center – Division of Payment ManagementGovernment and Tribal Payments Branch

October 12, 2010

AGENDA

I. Overview

II. System Access and Account Inquiries

III. Payment Requests

IV. Federal Cash Transactions Report

V. Returning Funds

VI. Information Sources

FROM THE DPM WEBSITE: www.dpm.psc.gov1. Click on “Grant Recipient Info”2. Click on “Forms”3. Click on “SF-1199A”4. Complete Section 1 and Section 2.5. Bank must fill out Section 3

TO ENSURE ACCURACY WHEN COMPLETING DIRECT DEPOSIT FORM:

Box 1A: Name must match organization name on notice of Grant award

Box 1B: Leave Blank [Note: SF1199A form will be rejected if individual’s name appears]

Box 1C: Organization’s taxpayer identification number must be included in this field

Original signatures must exist on form

COMMON ERRORS

Corrections in Depositor Account Number and Bank Routing Number

Alternations that appear on original form are not acceptable (i.e. white out, strike overs, cross-outs, etc.)

Depositor Account Title not filled in

Depositor Account Title does not match Name of Payee

No signatures

Registration Process: Required Documentation – SF-1199A

New PMS Users will not have a PMS Account Number

Existing PMS Users: the new PMS Account Number will be added to your existing profile

A form should be submitted for each individual PMS User

List all the PMS account numbers to gain access

This is the information of the individual that needs access to the Payment Management System

Check one in each category (if applicable)

Must have signature in order for form to be valid

Registration Process: Required Documentation - DPM Payment

Management System Access Form

Preparer: The person that enters the disbursements on the FFR 425 Federal Cash Transaction Report

Certifier: The person that will provide the electronic signature on the FFR 425 Federal Cash Transaction Report. This person should be someone that is authorized to sign financial documents for your organization.

Preparer/Certifier: This person has privileges to prepare and certify the FFR 425 Federal Cash Transaction Report.

Grantee Account EstablishmentFFR Privileges - Defined

Requesting Funds: Connecting to the Payment Management System (PMS)

Internet AccessDivision of Payment Management Home Page

www.dpm.psc.gov

Hours of OperationMonday through Friday: 5:00 a.m. until 11:00 p.m. EST*

Saturday and Sunday: 9:00 a.m. until 9:00 p.m. EST* *Requests for payment submitted after 5:00 p.m. EST will be processed as if

received on the next business day.

One-DHHS Help DeskToll Free Telephone Number 1-877-614-5533

E-Mail: PMSSupport@psc.hhs.govOn-line Service: www.psc.gov/one-dhhs

Hours: Monday – Friday 7:00 AM to 9:00 PM EST (except Federal holidays)

System Access

and Account Inquiries

Payment Management System

Go to: www.dpm.psc.gov

Click on “Payment Management System”

or “SmartLink ”

Click on “SmartLink Payment Request” or “Payment ManagementSystem”

User name: Established by DPM (For training: All upper case -e.g. , JPSMITH) Password: Initial password is issued by DPM and must be changed by users. New password must be at least nine alpha-numeric and/or special characters (e.g., #Grantee1)

*For first time users, the initial passwordis provided by DPM.

Review for new messages; then click on

Click Here for Access to the Payment Management System

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

1) Enter your temporary/old Password2) Enter a new Password3) Enter your new password again in the Confirm Password field4) Read certification statement & check box If you agree5) Review & update Personal Info section6) Click “ button

Change

1) Enter your new password and click OK

Account Balance Data -

Authorization Transactions -

Payment Data -

Summary Grant Data -

Authorized grant award information, payments made and funds available

Award amount, budget period and date posted in PMS

Payment history (payments deposited and rejected)

Grant expenditures reported on the most recent FFR 425 Federal Cash Transaction Report (FCTR)

Payment Management SystemAdhoc Grantee Inquiry – Account Balance Data

Payment requests may be made as often as needed:

DailyWeeklyMonthly

Bi-monthly

Remember: Funds must be spent within three

business days!

Payment Management SystemRequesting Payments

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

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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SUBACCOUNT1 SUBACCOUNT2

SUBACCOUNT1SUBACCOUNT2

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SUBACCOUNT1SUBACCOUNT2

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Agency Restriction Awarding agency has the authority to restrict grant funding and payment requests

ReasonablenessExcessive payment requests may be rejected due to large payments in budget period

Delinquent FFR-425 (Federal Cash Transactions Report)If the electronic FFR-425 quarterly report is not filed before the due date, temporary suspension of funding privileges will occur

Excess Cash on Hand - 3 day rule (FFR-425 Reports)Funding requests will be denied if there is excessive cash on hand (FFR-425)

Agency Approval & Confirmation

Requesting Funds: Reason for Denied Payments & Manual Restrictions

FEDERAL CASH TRANSACTION REPORT(Formerly PSC 272 Electronic Report)

~ HOW TO REPORT QUARTERLY DISBURSEMENTS ~

The Federal Financial Report (FFR) Federal Cash Transaction Report (FCTR) formerly known as the PSC 272 Electronic Report is one component of the FFR-425.

If recipients previously filed cash transaction reports using the PSC-272, the new FFR form and the FFR Attachment for reporting disbursements for multiple grants must be filed.

Also, the FFR cash transaction reports must be filed within 30 days of the end of the quarter (instead of the 45 days allowed for filing the PSC-272).

There is no need to contact a DPM Account Representative prior to making adjustments to the cumulative disbursements in the FFR.

Adjustments to cumulative disbursements may be saved (to be completed at a later time BEFORE the deadline date) or certified in the FFR.

If the FFR has been certified, future changes to disbursements can only occur on the next business day after the report has been certified.

What is the FFR Federal Cash Transaction Report (FCTR)?

After logging in to the Payment Management System with a PMS User ID and password:

Click the PMS menu heading entitled: “Disbursement”

Click the sub-heading entitled: “FFR Cash Transaction Report”

Enter the assigned PMS “Payee Account Number (PAN)”

Click on the radio button next to the desired “Select Report Status”. Note: System automatically defaults selection to ALL Report Statuses

Click the “Continue” Button

Under the Action column, from the drop down I want to...menu select you desired report

Note: System will display desired selection information

Under the Action column, from the drop down I want to...menu select you desired report

“SUBSCRIBE”

An E-Mail Icon will appear next to the Payee Account Number. This denotes the grantee will receive Email notification for activities on this account

Under the Action column, from the drop down I want to...menu select you desired report

“SEE WORKFLOW”

Denotes where you are in the reporting process.

Under the Action column, from the drop down I want to...menu select you desired report

“SEE HISTORY”

Denotes status information on past & current reports

Under the Action column, from the drop down I want to...menu select you desired report

“PREPARE/CERTIFY”

Grantees will only be able to select the specified duty that is stated in their PMS profile.

Prepare/CertifyPrepareCertify

PMS will automatically populate Agency, Grantee Information, DUNS, EIN as stated in the database.

Box 6, Box 7, & Box 9 are defaulted automatically by the system.

To report disbursements on the grant, click on the “Report Disbursements” button at the top of the page.

Note: The Report Disbursement page must be completed first.

In Box 5, report “CUMULATIVE” expenditures for each grant listed.

Net Quarter Disbursements will automatically calculate at the bottom in the box titled “TOTAL”

Note: The Rec Acct Num column is optional. This is for your use only! However, PMS will retain this information and it will populate on each quarters report.

In Box 5, only “active” grants are listed.

Inactive grants, are listed in the “Report Inactive Grants” dropdown menu.

Once a inactive grant has been selected, it will show at the top of the active grant list.

Once the “inactive” grant is listed, you are now able to update the cumulative expenditures.

Note: Added inactive grants will be in highlighted in blue

To remove an added inactive grant, click the radio button under the column Select One and then click on the “Remove Inactive” button.

Inactive grant will be removed from listing.

Note: Remove Inactive button will only be active when an inactive grant is listed in Box 5

Once “cumulative” disbursements have been reported for each grant, you have the option to:

(1) Save,

(2) Continue,

(3) Report on Single Grant (FSR)

Verify that lines 10b and 10c are filled in correctly based on the FFR Attachment entries

Note: Line 10a you can not change - Line 10a is equivalent to Line 3 on the PSC 272 "Total Cash Available" in the old reporting system. 

If Line 10c is a positive amount, you must include an explanation in box 12.

Scroll to the bottom of the page to enter remarks, if

applicable and the Certifying Officer’s name in Box 13

Scroll to the top of the page and click the “Certify” button to attest to the

accuracy and completeness of the report.

Read the message in the dialog box and click “OK” when finished.

Note: Updates to the report, can be made 24 hours after submission.

Check the box under 13b and click the “Submit” button.

Once report is submitted, the message “Certify Transaction Complete” will appear

You can choose any one of three ways to return funds to DPM:

ACH Direct Deposit (REX or Remitance EXpress) FedWire By Check

IMPORTANT - PLEASE INCLUDE: Your Payment Management System (PMS) Account Number (PAN) with your submission. [NOTE: The Payment Management System (PMS) Account Number (PAN) is the same series of alpha-numeric characters which are used for payment request purposes (for example: C1234G1)].. Please include pertinent sub account information (if applicable).

More information can be obtained from our web page under the section “Grant Recipient Info / Funding Requests / Returning Funds”

US DEPT OF HEALTH & HUMAN SERVICES

PMS ACCOUNT # OR GRANT #

In order to return funds via check, please remit payment to the US Department of Health &

Human Services and include the PMS account number in the memo section of the check.

US Department of Health and Human Services

PSC/FMS/Division of Payment Management

P.O. Box 6021

Rockville, MD 20852

Returning Funds: Mailing Address

For more information, please consult the

DPM Home Page: www.dpm.psc.govunder the subheading

“Grant Recipient Info” orcontact your DPM Account

Representative via the “Contacts/DPM Staff”

hyperlink

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