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F inancial M anagement S ervice D ivision of P ayment M anagement

F inancial M anagement S ervice D ivision of P ayment M anagement. Payment Management System Training Indian Health Service Special Diabetes Grantee Meeting. November 13, 2008. Presenter: Janet Morgan Fowler. Agenda. I. Overview Organization History Organization Chart & Services

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F inancial M anagement S ervice D ivision of P ayment M anagement

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  1. Financial Management ServiceDivision of Payment Management Payment Management System TrainingIndian Health Service Special Diabetes Grantee Meeting November 13, 2008 Presenter: Janet Morgan Fowler

  2. 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

  3. Overview

  4. 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

  5. DPM Organizational Chart Governmental & Tribal Payment Branch Kassandra Miles, Chief 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 reports to awarding agency customers; processes payment transaction files to the Federal Reserve Bank system and U.S. Treasury; and prepares financial reports. Evaluates changes and enhancements to PMS; develops systems related operating procedures and system documentation; oversees the resolution of system application problems; and monitors production activity for accuracy. Conducts system analysis, design, and programming tasks; operates the computerized system; communicates with other computer centers; executes system back-up processes.

  6. The cycle begins with you Awarding agency reviews application for approval Grant Life Cycle Grant application submitted Grant data is transmitted to PMS Award agency closes award (Auth = Disb = Pmts) PMS updates their database Awarding agency reviews data for compliance w/ regulations PMS issues payments to Grantee PMS transmits data to awarding agency Grantee reports disbursement data via PMS 272 report

  7. DIRECT DEPOSIT BANKING FORM • FROM THE DPM WEBSITE: www.dpm.psc.gov • Click on “Documents & Forms” • Click on “Standard Form 1199A” • Print the form and complete sections 1 and 2. • Bank must fill out section 3 • After form is completed, send to Division of Payment Management via express mail 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

  8. 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

  9. Off the Shelf Software Compatibility: • Explorer 6.0 or higher • Netscape 4.0 or higher Hours of Operation 7:00 AM to 6:30 PM EST Monday – Friday Help Desk Number 877/614-5533 Connecting to the Payment Management System Internet Access: DPM homepage: www.dpm.psc.gov

  10. Payment Management System System Access and Account Inquiries

  11. Accessing the Payment Management System Go to: www.dpm.psc.gov Click on “Payment Management System” or “SmartLink ”

  12. Accessing the Payment Management System Click on “SmartLink Payment Request” or “Payment Management System”

  13. 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 password is provided by DPM.

  14. Accessing the Payment Management System Review for new messages; then click on Click Here for Access to the Payment Management System

  15. Changing a Password in the Payment Management System Click on: My User Info to: 1)change password 2) or to update user contact information.

  16. Changing a Password in the Payment Management System • Enter your temporary/old Password 2) Enter a new Password 3) Enter your new password again in the Confirm Password field 4) Click on Change

  17. Changing a Password in the Payment Management System 1) Enter your new password and click OK

  18. Changing a Password in the Payment Management System

  19. Accessing the Account Inquiry Information Authorized grant award information, payments made and funds available Account Balance Data - Authorization Transactions - Payment Data - Summary Grant Data - Award amount, budget period and date posted in PMS Payment history (payments deposited and rejected) Grant expenditures reported on the most recent PSC272 report

  20. Accessing the Account Inquiry Information Click on: the “?” For definitions of common PMS inquiries

  21. Accessing the Account Inquiry Information 2AA5P

  22. 2AA5P 2AA5 Accessing the Account Inquiry Information

  23. Accessing the Account Inquiry Information

  24. Accessing the Account Inquiry Information 2AA5P

  25. 2AA5 2AA5 2AA5 2AA5P 2AA5P 2AA5P Accessing the Account Inquiry Information

  26. Accessing the Account Inquiry Information

  27. 2AA5G Accessing the Account Inquiry Information

  28. PIN: 2AA5 ACC: 2AA5G PIN: 2AA5 ACC: 2AA5G Accessing the Account Inquiry Information

  29. 2AA5P Accessing the Account Inquiry Information

  30. 2AA5 2AA5P Accessing the Account Inquiry Information

  31. 2AA5 2AA5P Accessing the Account Inquiry Information

  32. Accessing the Account Inquiry Information

  33. 2AA5P Accessing the Account Inquiry Information

  34. Accessing the Account Inquiry Information 2AA5 2AA5P

  35. Payment Requests Payment requests may be made as often as needed:DailyWeeklyMonthlyBi-monthlyRemember: Funds must be spent within three business days!

  36. Making a Payment Request:“P” Account (Sub-Accounts) 2AA5P 1) Click on “Payment” 2) Click on “Request for Payment” 3) Enter your Account Number 5) Click on “Account”

  37. Making a Payment Request:“P” Account (Sub-Accounts) Enter DUNS UPDATE Requestor Information or Click the Check Box If No Changes Are Required Enter Payment Due Date Enter Expected DisbursementAmount Enter Cash on Hand Enter Payment Request Amount Click on “Continue”

  38. Making a Payment Request:“P” Account (Sub-Accounts) 2AA5P 123456789

  39. Making a Payment Request:“P” Account (Sub-Accounts) 2AA5P 123456789 SUBACCOUNT2 SUBACCOUNT1

  40. Making a Payment Request:“P” Account (Sub-Accounts) 2AA5P 123456789 SUBACCOUNT1 SUBACCOUNT2

  41. Making a Payment Request:“P” Account (Sub-Accounts) 2AA5P SUBACCOUNT1 SUBACCOUNT2

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

  43. Making a Payment Request:“G” Account (Cash Pooled) 2AA5G

  44. Making a Payment Request:“G” Account (Cash Pooled) 2AA5G

  45. Making a Payment Request:“G” Account (Cash Pooled) 2AA5G

  46. Making a Payment Request:“G” Account (Cash Pooled) 2AA5G 2AA5G

  47. Making a Payment Request:“G” Account (Cash Pooled) 2AA5G

  48. - Agency Restriction- Reasonableness - Cash on Hand/3 day rule- Late PSC 272 Reasons a Payment Can Be Denied: 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

  49. The PSC 272 Report Quarterly Electronic Reporting Process • 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

  50. Completing the PSC 272 Report Access the DPM Home Page www.dpm.psc.gov and then click on Electronic 272

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