SO THE AWARD CAME – BUT HOW DO I GET THE MONEY??? Lawrence R. Poole, M.B.A. Consultant, FT Solutions LLC “How to Set Up & Access Your Section 330 Grant Funds through the Payment Management System (PMS) Teleconference” Thursday, July 19, :00 – 4:30 pm EST National Association of Community Health Centers, Inc.

Overview: Grant Process  Application Phase: Application submitted Awarding Agency award notification  Authorization Phase: Awarding Agency registers the grantee information and creates an account within the Payment Management System (PMS) Deposits (Posts) Grant Dollars into account

Overview: Grant Process  Payment Phase: Grantee requests funds through PMS/Smartlink.  Reporting Phase: PMS 272 Report (due 45 days after the end of the quarter) Reports to Awarding Agency

Getting Started  Complete & return the requested setup package information received from the Payment Management System: Direct Deposit form (SF 1199A) Grantee PMS Training CD Primary Contact Person form  Grantee can then log into the Payment Management System web site:

Getting Started (continued)  Click on PMS, Smartlink tab  Click on Smartlink payment request tab or PMS Login screen  When Login screen comes up, enter your user name and password provided by PMS NOTE: Passwords expires after 90 days; are Alpha Numeric; and are Case Sensitive  Click on Access PMS  Access the User Menu

Getting Started (continued)  At the User Screen, you should see four (4) Ad- hoc Grantee Inquiry Types: Account Balance Data Authorization Transactions Payment Data Summary Grant Data  Enter your Payee Identification Number (PIN) or Payee Account Number. (This should have been sent to you in a registered letter/kit from PMS)

Processing a Request for Payment (Advance Payment)  Click on Request for Payment tab Type in Payee Account # and click on Account Enter the requested information  enter the Payment Request Date  Enter the Disbursement Amount  Enter the Cash on Hand (amount left over in your bank account)  Enter the Payment Request Amount (the disbursement amount minus the cash on hand)

Processing a Request for Payment (Reimbursement Payment)  Click on Request for Payment tab Type in Payee Account # and click on Account Enter the requested information  enter the Payment Request Date  Enter the Disbursement Amount (amount should be ZERO)  Enter the Cash on Hand (amount expended)  Enter the Payment Request Amount (amount to be reimbursed)

Review Payment Screen  Payment requests will either be scheduled to be deposited to your bank account, usually on the next day or Flagged in an holding file.  Reasons for Holding File Unreasonable request amount Awarding Agency Restriction Late Reporting

TIPS  Bank accounts must be a federally insured (FDIC) financial institution.  Draw down funds only when you are ready to write the check for expenditures. (no longer than 72 hours)  Submit timely SF 272 reports.  Review SF 272 Reports each quarter for accuracy & reconcile any differences.

Payment Management System (PMS) Contact Information PMS Help Line: (877) or or Contact your assigned Grants Management Specialist