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Presented by: Tonja J. Thomas, Lead Accountant T: 301

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Presented by: Tonja J. Thomas, Lead Accountant T: 301

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    1. Presented by: Tonja J. Thomas, Lead Accountant T: 301/443-9141 – F: 301/443-0377 or 2569 --- Email: Tonja.Thomas@psc.hhs.gov DPM New Location: 5600 Fishers Lane – Parklawn Building Room 11-33 – Rockville, MD 20852

    2. 2 Topics To be Covered Overview System Access and Account Inquiries Payment Requests Federal Financial Report (SF-425) General Information

    3. 3

    4. 4 Division of Payment Management (DPM) Roles and Responsibilities Operating the Payment Management System, Making payments to recipients, Managing cash flow to recipients, Performing payee/recipient account management, Maintaining user/recipient liaison, Reporting disbursement data to awarding agencies, Maintaining security and Providing Help Desk Support. DPM, in operating the Payment Management System, acts as the intermediary between awarding agencies and grant recipients.

    5. 5

    6. 6

    7. 7 Registration Process: Required Documentation - DPM Payment Management System Access Form

    8. 8 Grantee Account Establishment FFR Privileges - Defined 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.

    9. 9 Internet Access Division of Payment Management Home Page www.dpm.psc.gov Hours of Operation Monday 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 Desk Telephone #: 877/614-5533 E-Mail: PMSSupport@psc.hhs.gov On-line Service: www.psc.gov/one-dhhs Hours: Monday – Friday 7:00 AM to 9:00 PM EST (except Federal Holiday) Requesting Funds: Connecting to the Payment Management System (PMS)

    10. 10 Payment Management System

    11. 11 Payment Management System Adhoc Grantee Inquiry Account Balance Data - Authorization Transactions - Payment Data - Summary Grant Data - Here are the four grant recipient inquiry types. The grantee inquiry function offers on-line access to all information in PMS on your account. Here are the four grant recipient inquiry types. The grantee inquiry function offers on-line access to all information in PMS on your account.

    12. 12 To get to the PMS Inquiry page (Use the left menu): Click on Inquiry. Then click on Adhoc Grantee Inquiry. This will bring up the Inquiry Selection screen (shown on slide). By clicking on the drop down menu you can see the four inquiry types. To run the Account Balance Data inquiry click on the words Account Balance Data, then click Continue. To get to the PMS Inquiry page (Use the left menu): Click on Inquiry. Then click on Adhoc Grantee Inquiry. This will bring up the Inquiry Selection screen (shown on slide). By clicking on the drop down menu you can see the four inquiry types. To run the Account Balance Data inquiry click on the words Account Balance Data, then click Continue.

    13. 13 FEDERAL FINANCIAL REPORT (SF-425) FEDERAL CASH TRANSACTION REPORT (FCTR) (HOW TO REPORT DISBURSEMENTS)

    14. 14 Financial Reporting: SF-425 Federal Financial Report (FFR) In order to account for your use of Federal funds, you are required to complete the Federal Financial Report (FFR or Standard Form 425). This report consists of the SF-272 Federal Cash Transaction report and SF-269 Financial Status Report. This requirement will start with the quarterly report for the quarter in which your grant was awarded. You will not complete the FFR- Federal Financial Status Report (SF-269) that is located in the Payment Management System. OPHS will provide guidance on the FFR-Financial Status Reporting mechanism that you will use. You will complete the FFR-Federal Cash Transaction Report (SF-272) that is located in the Payment Management System. This report must be filed within 30 days of the end of the quarter. (i.e. January 30th, April 30th, July 30th, and October 30th). The dates for the new quarters FFR data availability will be announced through the Payment System/SmartLink System bulletin board at the end of each quarter. If the report is not filed, your organization’s drawdown privileges will be suspended. Once the report has been submitted, your organization’s drawdown privileges will be reinstated immediately. Promptly respond to DPM requests for information. DPM cannot release your funds until it receives the information requested.

    15. 15 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” Completing the FFR Federal Cash Transaction Report (FCTR)

    16. 16 Completing the FFR Federal Cash Transaction Report (FCTR) (Enter Search Criteria)

    17. 17 Completing the FFR Federal Cash Transaction Report (FCTR) (Display / Select Action)

    18. 18 Completing the FFR Federal Cash Transaction Report (FCTR) (Preparing Report)

    19. 19 Completing the FFR Federal Cash Transaction Report (FCTR) (Entering Information)

    20. 20 Completing the FFR Federal Cash Transaction Report (FCTR) (Reporting Disbursements)

    21. 21 Completing the FFR Federal Cash Transaction Report (FCTR) (Adding Inactive Grants)

    22. 22 Completing the FFR Federal Cash Transaction Report (FCTR) (Reporting Inactive Grants)

    23. 23 Completing the FFR Federal Cash Transaction Report (FCTR) (Removing Inactive Grants)

    24. 24 Completing the FFR Federal Cash Transaction Report (FCTR) (Options: Save, Continue, or Report on Single Grant (FSR)

    25. 25 Completing the FFR Federal Cash Transaction Report (FCTR) (Cash on Hand, Remarks & Signature) Verify that lines 10b and 10c are filled in correctly based on the FFR Attachment entries Note: Line 10a cannot be changed - Line 10a is the sum of the cash on hand reported on the last FFR –Federal Cash Transaction Report and funds that were drawn and deposited into the bank during the quarter.

    26. 26 Completing the FFR Federal Cash Transaction Report (FCTR) (Certification Message)

    27. 27 Completing the FFR Federal Cash Transaction Report (FCTR) (Certification Box & Submit)

    28. 28 FINANCIAL STATUS REPORT (SF-269) (HOW GRANTEES REPORT ON SINGLE GRANTS) New Dept of State Requirement Effective January 1, 2011

    29. 29 What is the FFR Financial Status Report (FSR)? The Federal Financial Report (FFR) Financial Status Report (FSR) formerly known as the FSR-269 is the second (2nd) component of the FFR-425. This report is used for reporting single grants Please contact your grants officer for specific due dates. TRAINING DATES WILL BE ANNOUNCED SOON!!

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