Transcript Slide 1

Financial Management Service
Division of Payment Management
Payment Management System Training
Indian Health Service Special Diabetes
Grantee Meeting
Presenter: Janet Morgan Fowler
November 13, 2008
Agenda
I.
Overview
II.
System Access and Account Inquiries
III.
Smartlink Payment Requests
IV.
PSC 272 Federal Cash Transactions Report
V.
Remittances
VI.
Information Sources
• Organization History
• Organization Chart & Services
• Grant Payment Business Process
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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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DPM Organizational Chart
Acting Director, DPM
Brian Harris
Governmental & Tribal Payment Branch
Kassandra Miles, Chief
University and Non-Profit Payment Branch
Mary Lanham, Chief
Accounting & Reports Branch
Brian Harris, Chief
Division of Financial Operations
Systems Accounting Branch (SAB)
Matthew A. Zakielarz , 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.
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The cycle
begins
with you
Grant
application
submitted
Awarding agency
reviews
application
for approval
Award agency
closes award
(Auth = Disb = Pmts)
Awarding agency
reviews data for
compliance
w/ regulations
Grant Life Cycle
PMS transmits
data to
awarding
agency
Grant data is
transmitted
to PMS
PMS updates
their database
PMS issues
payments to
Grantee
Grantee reports
disbursement data
via PMS 272 report
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DIRECT DEPOSIT BANKING FORM
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 3
5. 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
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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 subheading 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 Operation
7:00 AM to 6:30 PM EST
Monday – Friday
Help Desk Number
877/614-5533
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Payment Management System
System Access
and Account Inquiries
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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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Accessing the Payment
Management System
Click on “SmartLink
Payment Request” or
“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 password
is 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 password
2) or to update user
contact information.
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Changing a Password in the
Payment Management System
1) Enter your temporary/old
Password
Change
2) Enter a new Password
3) Enter your new password
again in the Confirm Password
field
4) Click on
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Changing a Password in the
Payment Management System
1) Enter your new password and
click
OK
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Changing a Password in the
Payment Management System
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Accessing the Account Inquiry
Information
Account Balance Data -
Authorized grant award information,
payments made and funds available
Authorization Transactions -
Award amount, budget period and
date posted in PMS
Payment Data -
Payment history (payments
deposited and rejected)
Summary Grant Data -
Grant expenditures reported on the
most recent PSC272 report
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Accessing the Account Inquiry
Information
Click on: the “?” For
definitions of
common PMS inquiries
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Accessing the Account Inquiry
Information
2AA5P
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Accessing the Account Inquiry
Information
2AA5P 2AA5
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Accessing the Account Inquiry
Information
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Accessing the Account Inquiry
Information
2AA5P
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Accessing the Account Inquiry
Information
2AA5
2AA5P
2AA5
2AA5P
2AA5
2AA5P
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Accessing the Account Inquiry
Information
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Accessing the Account Inquiry
Information
2AA5G
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Accessing the Account Inquiry
Information
PIN: 2AA5 ACC: 2AA5G
PIN: 2AA5 ACC: 2AA5G
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Accessing the Account Inquiry
Information
2AA5P
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Accessing the Account Inquiry
Information
2AA5
2AA5P
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Accessing the Account Inquiry
Information
2AA5
2AA5P
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Accessing the Account Inquiry
Information
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Accessing the Account Inquiry
Information
2AA5P
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Accessing the Account Inquiry
Information
2AA5
2AA5P
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Payment Requests
Payment requests may be
made as often as needed:
Daily
Weekly
Monthly
Bi-monthly
Remember: Funds must
be spent within three
business days!
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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”
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Making a Payment Request:
“P” Account (Sub-Accounts)
1.
2.
3.
4.
5.
6.
7.
Enter DUNS
UPDATE Requestor Information or
Click the Check Box If No Changes Are
Required
Enter Payment Due Date
Enter Expected Disbursement Amount
Enter Cash on Hand
Enter Payment Request Amount
Click on “Continue”
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Making a Payment Request:
“P” Account (Sub-Accounts)
2AA5P
123456789
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Making a Payment Request:
“P” Account (Sub-Accounts)
2AA5P
123456789
SUBACCOUNT1
SUBACCOUNT2
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Making a Payment Request:
“P” Account (Sub-Accounts)
2AA5P
123456789
SUBACCOUNT1
SUBACCOUNT2
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Making a Payment Request:
“P” Account (Sub-Accounts)
2AA5P
SUBACCOUNT1
SUBACCOUNT2
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Making a Payment Request:
“P” Account (Sub-Accounts)
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Making a Payment Request:
“G” Account (Cash Pooled)
2AA5G
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Making a Payment Request:
“G” Account (Cash Pooled)
2AA5G
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Making a Payment Request:
“G” Account (Cash Pooled)
2AA5G
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Making a Payment Request:
“G” Account (Cash Pooled)
2AA5G
2AA5G
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Making a Payment Request:
“G” Account (Cash Pooled)
2AA5G
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Reasons a Payment Can Be Denied:
- Agency Restriction
Awarding agency has the
authority to restrict grant
funding and payment
requests
- Reasonableness
Excessive payment requests
may be rejected due to large
payments in budget period
- Cash on Hand/3 day rule
Funding requests will be
denied if there is excessive
cash on hand
- Late PSC 272
If the electronic PSC272
quarterly report is not filed
before the due date,
temporary suspension of
funding privileges will occur
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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
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Completing the PSC 272 Report
Access the DPM Home Page
www.dpm.psc.gov and then
click on Electronic 272
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Completing the PSC 272 Report
Click on “Electronic
272 Reporting”
System”
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Completing the PSC 272 Report
1) Enter your Payee Identification
Number (PIN)
2) Enter your PSC 272 Password
2AA5
•
•
•
Internet Access
Over 12,000 reports for
active accounts processed
for each quarter
91.8% Return Rate
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Completing the PSC 272 Report
1) Select the Payee Account
Number in order to update
disbursements
2AA5B
2AA5D
2AA5G
2AA5G1
2AA5P
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Completing the PSC 272 Report
1) Select the PSC 272-A Form
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Completing the PSC 272 Report
Optional: Identify document as
it appears in your accounting
system in column B
Update the cumulative
total for each document
In column E
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Completing the PSC 272 Report
1) After updating all grants
Refresh/Update Screen
Click on
Return to Form 272
2) Click on
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Completing the PSC 272 Report
1) Line 4 equals net disbursements from the PSC 272-A
2) 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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Completing the PSC 272 Report
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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Completing the PSC 272 Report
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Completing the PSC 272 Report
1) Print the PSC 272 page
2) Fax the page to your DPM Account
Representative
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Completing the PSC 272 Report
1) Use the PSC 272-G to review inactive
grants
2) Click on the grant number if you need to
change the disbursement amount
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Completing the PSC 272 Report
After clicking on the
grant number, scroll to the
BOTTOM of the 272-A Page
to update your disbursements
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Completing the PSC 272 Report
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Completing the PSC 272 Report
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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Other Worksheets:
PSC 272 Report
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Other Worksheets:
PSC 272 Report
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Other Worksheets:
PSC 272 Report
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Other Worksheets:
PSC 272 Report
[Continued from from previous page by
scrolling down with the arrow or scroll bar]
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Other Worksheets:
PSC 272 Report
[Continued from from previous page by
scrolling down with the arrow or scroll bar]
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Remittances
• Remittance Express (ACH) - Next Day
Credit
• Fedwire - Same Day Credit
Online Instructions from the
DPM Home Page: www.dpm.psc.gov
 Click on “Grant Recipient Info”
 Click on “Procedures”
 Click on “returning funds
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Remittances
US DEPT OF HEALTH & HUMAN SERVICES
PMS ACCOUNT # OR GRANT #
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Remittances
• Check via Mail:
Division of Payment Management
Department of Health and Human Services
P.O. Box 6021
Rockville, MD 20852
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DPM Information Resources
DPM Homepage: www.dpm.psc.gov
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For questions, please contact one of the
following Account Representatives:
•
•
•
•
Bernice Coker ~ Telephone:
Nicole Dunning ~ Telephone:
Kathleen Vardon ~ Telephone:
Facsimile:
(301) 443-0130
(301) 443-0395
(301) 443-9200
(301) 443-9200
For more information, please consult the
DPM Home Page: www.dpm.psc.gov
under the subheading ‘Grant Recipient Info” or “Contacts”
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