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

2. 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. 3 Overview

4. 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. 5 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. 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 Governmental & Tribal Payment Branch Kassandra Miles, Chief DPM Organizational Chart

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

7. 7 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 FROM THE DPM WEBSITE: www.dpm.psc.gov 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 DIRECT DEPOSIT BANKING FORM

8. 8 Primary Contact Person Form FROM THE DPM HOME PAGE: www.dpm.psc.gov u Choose the hyperlink entitled “Grant Recipient Info” on the left side of the screen u Click the sub- heading entitled “Forms” u Click the hyperlink entitled “Primary Contact Form” COMMON ERRORS SIGHTED: u 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 u No title listed on the fourth blank field u No e-mail listed on the last blank field

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

10. 10 System Access and Account Inquiries Payment Management System

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

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

13. 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. 14 Accessing the Payment Management System Review for new messages; then click on Click Here for Access to the Payment Management System

15. 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. 16 1)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 Changing a Password in the Payment Management System

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

18. 18 Changing a Password in the Payment Management System

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

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

21. 21 2AA5P Accessing the Account Inquiry Information

22. 22 2AA5P 2AA5 Accessing the Account Inquiry Information

23. 23 Accessing the Account Inquiry Information

24. 24 2AA5P Accessing the Account Inquiry Information

25. 25 2AA5P2AA5 2AA5P2AA5 2AA5P2AA5 Accessing the Account Inquiry Information

26. 26 Accessing the Account Inquiry Information

27. 27 2AA5G Accessing the Account Inquiry Information

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

29. 29 2AA5P Accessing the Account Inquiry Information

30. 30 2AA52AA5P Accessing the Account Inquiry Information

31. 31 2AA52AA5P Accessing the Account Inquiry Information

32. 32 Accessing the Account Inquiry Information

33. 33 2AA5P Accessing the Account Inquiry Information

34. 34 2AA5 2AA5P Accessing the Account Inquiry Information

35. 35 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!

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

37. 37 1.Enter DUNS 2.UPDATE Requestor Information or Click the Check Box If No Changes Are Required 3.Enter Payment Due Date 4.Enter Expected Disbursement Amount 5.Enter Cash on Hand 6.Enter Payment Request Amount 7.Click on “Continue” Making a Payment Request: “P” Account (Sub-Accounts)

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

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

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

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

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

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

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

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

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

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

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

49. 49 FED ERAL 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 The PSC 272 Report Quarterly Electronic Reporting Process

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

51. 51 Click on “Electronic 272 Reporting” System” Completing the PSC 272 Report

52. 52 1) Enter your Payee Identification Number (PIN) 2) Enter your PSC 272 Password Internet Access Over 12,000 reports for active accounts processed for each quarter 91.8% Return Rate 2AA5 Completing the PSC 272 Report

53. 53 1) Select the Payee Account Number in order to update disbursements 2AA5B 2AA5D 2AA5G 2AA5G1 2AA5P Completing the PSC 272 Report

54. 54 1) Select the PSC 272-A Form Completing the PSC 272 Report

55. 55 Optional: Identify document as it appears in your accounting system in column B Completing the PSC 272 Report Update the cumulative total for each document In column E

56. 56 1) After updating all grants Click on 2) Click on Refresh/Update Screen Return to Form 272 Completing the PSC 272 Report

57. 57 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

58. 58 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 Completing the PSC 272 Report

59. 59 Completing the PSC 272 Report

60. 60 1) Print the PSC 272 page 2) Fax the page to your DPM Account Representative Completing the PSC 272 Report

61. 61 1) Use the PSC 272-G to review inactive grants 2) Click on the grant number if you need to change the disbursement amount Completing the PSC 272 Report

62. 62 After clicking on the grant number, scroll to the BOTTOM of the 272-A Page to update your disbursements Completing the PSC 272 Report

63. 63 Completing the PSC 272 Report

64. 64 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 Completing the PSC 272 Report

65. 65 Other Worksheets: PSC 272 Report

66. 66 Other Worksheets: PSC 272 Report

67. 67 Other Worksheets: PSC 272 Report

68. 68 Other Worksheets: PSC 272 Report

69. 69 [Continued from from previous page by scrolling down with the arrow or scroll bar] Other Worksheets: PSC 272 Report

70. 70 [Continued from from previous page by scrolling down with the arrow or scroll bar] Other Worksheets: PSC 272 Report

71. 71 Online Instructions from the DPM Home Page: www.dpm.psc.govwww.dpm.psc.gov F Click on “Grant Recipient Info” F Click on “Procedures” F Click on “returning funds Remittances Remittance Express (ACH) - Next Day Credit Fedwire - Same Day Credit

72. 72 Remittances US DEPT OF HEALTH & HUMAN SERVICES PMS ACCOUNT # OR GRANT #

73. 73 Division of Payment Management Department of Health and Human Services P.O. Box 6021 Rockville, MD 20852 Check via Mail: Remittances

74. 74 DPM Information Resources DPM Homepage: www.dpm.psc.gov

75. 75 For more information, please consult the DPM Home Page: www.dpm.psc.govwww.dpm.psc.gov under the subheading ‘Grant Recipient Info” or “Contacts” For questions, please contact one of the following Account Representatives: Bernice Coker ~ Telephone:(301) 443-0130 Nicole Dunning ~ Telephone:(301) 443-0395 Kathleen Vardon ~ Telephone:(301) 443-9200 Facsimile:(301) 443-9200