FMS Division of Payment Management PAYMENT MANAGEMENT SYSTEM

US DOL-VETS 2007 Competitive Grantees Training Conference
Presenter Nicole D. Dunning

1

Agenda
I. III. V. Overview Banking Information and SmartLink Username and Password Establishment System Access & Account Inquiries

VII. SmartLink Payment Requests IX. XI. PSC 272 Federal Cash Transactions Report Information Sources

2

Overview
3

Mission
• To provide world class grant-type payments, cash management, and grant accounting support services to HHS and other Federal departments and agencies. To disburse, account for, and manage Federal grant-type funds. To offer a full service centralized grants payment and cash management system which receives payments, edits for accuracy and content, transmit to either the Federal Reserve Bank or the U.S. Treasury for deposit into the grantee's bank account.

• •

4

DPM’s Objectives
• To provide a central point for grant-type payments, interest collection and debt management • To provide for efficient cash management • To provide servicing capability for all government agencies • To provide recipients on-line capability to request funds and query balances • To provide agencies on-line access to financial grant information and financial reporting • To enable operational efficiencies through economies of scale • To provide a central grant-type database for federal governments

5

Organization History
July 25, 2000 - New PMS Launched

1998/9 - CFO Council Initiative to Standardize Grant Payment Systems

1995 - HHS/PSC Established

1989 – HHS Cross-Servicing Begins

1969 – Department of Health and Human Services
6

13 Federal Department Level Customers
• • • • • • • • • • • • • Corporation for National Services Department of Agriculture Department of Health & Human Services Department of Homeland Security Department of Interior Department of Labor Department of State Department of Transportation Department of Treasury Department of Veterans Affairs Executive Office of the President NASA With 53 Grant Awarding USAID Offices/Agencies
7

Director, DPM Anthony DiToto
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.

University and Non-Profit Payment Branch Kassandra Miles, Acting Chief

Accounting & Reports Branch Brian Harris, Chief

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.

Accounting Systems Branch Steve Campbell, Chief

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.

Information Systems Branch Robert Bessio, Chief

Conducts system analysis, design, and programming tasks; operates the computerized system; communicates with other computer centers; executes system back-up processes; and manages physical security for the DPM offices.

8

The Cycle Begins With You

Grant application submitted

Awarding agency reviews application for approval Grant data is transmitted to PMS

Award agency closes award (Auth = Disb = Pmts)

Awarding agency reviews data for compliance w/ regulations

Grant Life Cycle

PMS updates their database

PMS issues payments to Grantee

PMS transmits data to awarding agency

Grantee reports disbursement data via PSC 272 report
9

Banking Information and SmartLink Username & Password Establishment
10

Getting Started
What We Need From You
 Direct Deposit Signup Form SF-1199A  Contact Information  Name  Title  Phone  E-Mail  Reference your PIN
(HHS Grantees Only)

What You Need From Us
 PIN and PAN  SmartLink Access to the Payment Management System  Password to the Electronic PSC 272 Reporting System
11

Banking Information
• Direct Deposit Sign-Up Form SF-1199A • Available from most banks • Downloadable PDF file from homepage • “Fillable” form on the Home page at: http://www.dpm.psc.gov/gr ant_recipient/new_grantee_ information/nonhhs_1199a. aspx?

12

COMMON ERRORS
xCorrections

in Depositor Account Number and Bank Routing Number
xDepositor

filled in

Account Title not

xDepositor

Account Title does not match Name of Payee
xNo

signatures

FROM THE DPM HOME PAGE: www.dpm.psc.gov
xClick

on “Grant Recipient Information”
xClick xClick

on “Forms”

on “Banking Information SF-1199A”
13

Connecting to the PMS
Internet Access:
DPM homepage: www.dpm.psc.gov

Off the Shelf Software Compatibility:
3 Netscape 6.0 or higher 3 Explorer 4.0 or higher

Hours of Operation 7:00 AM to 6:30 PM EST Monday – Friday Help Desk Number T: 877/614-5533 Fax: 301/443-8362 E-Mail: PMSSupport@psc.gov
14

SmartLink ID and Password

System Access & Account Inquiries
15

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

16

Click on “SmartLink Payment Request” or “Payment Management System”

17

User name: Established by DPM (For training: All upper case e.g. , STATION 3) Password: set by the users. Must be at least 6 alpha-numeric characters (e.g., #GRANTEE1)

*For first time users, the initial password is provided by DPM.

18

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

19

Click on: My User Info to: 1) change password 2) or to update user contact information.

20

1) Enter your temporary/old Password 2) Enter a new Password 3) Enter your new password again in the Confirm Password field Change 4) Click on

21

1) Enter your new password and click OK

22

23

Recipient On-line Inquiry
- Access Through Smartlink Process - Current Inquiries Available: Account Balance Authorization Transactions Payment Data Summary Grant Data
24

Click on: the “?” For definitions of common PMS inquiries Select the Inquiry you wish to perform then click “continue”

25

2AA5P

26

2AA5P 2AA5

27

28

2AA5P

29

2AA5

2AA5P

2AA5

2AA5P

2AA5

2AA5P

30

31

2AA5P

32

2AA5

2AA5P

33

2AA5

2AA5P

34

35

2AA5P

36

2AA5

2AA5P

37

SmartLink Payment Requests

38

2AA5P

1) Click on “Payment” 2) Click on “Request for Payment” 3) Enter your Account Number 5) Click on “Account”.

39

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”. 2AA5P

40

2AA5P

41

2AA5P

42

2AA5P

43

44

Reasons a Payment Can Be Denied:
- 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 within a 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
45

The PSC 272 Report
Electronic Reporting Process

WHY THE 272?
• FEDERAL GRANT AWARDING AGENCIES COMPARE THE 272 REPORT TO RECIPIENT SF 269 FINANCIAL STATUS REPORT. • GRANT DE-OBLIGATIONS BASED ON 272 REPORT. • 272 REPORTS - CASH MANAGEMENT TOOL FOR THE FEDERAL GOVERNMENT & GRANTEE. • DATA SOURCE FOR AUDIT PURPOSES. • DATA SOURCE FOR THE MEASUREMENT OF FEDERAL GRANT PERFORMANCE.
46

1) Enter your Payee Identification Number (PIN) 2) Enter your PSC 272 Password

47

1) Select the Payee Account Number you want to work on

2AA5B 2AA5D 2AA5G 2AA5G1 2AA5P

48

1) Select the PSC 272-A Form

49

Optional: Identify document as it appears in your accounting system.

Update the cumulative total for each document

50

1) Use the PSC 272-G to review inactive grants 2) Click on the grant number if you need to change the Disbursement amount

51

After Clicking on the grant number scroll to the “Bottom” of the 272 A Page To update your disbursements

52

53

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

54

1) After updating all grants Click on Refresh/Update Screen 2) Click on
Return to Form 272

55

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) Scroll down and click on
Click Here to Certify this Electronic 272

56

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

57

58

1) Print the PSC 272 page 2) Fax the page to your DPM Account Representative

59

60

61

62

Information Sources

63

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 in “returning funds”

64

Remittances

DEPARTMENT OF HEALTH & HUMAN SERVICES

PMS Account #/Grant #

65

Remittances by Check
US Mail Address Division of Payment Management Post Office Box 6021 Rockville, MD 20852 Or Express Mail Address Division of Payment Management 11400 Rockville Pike - Suite 700 Rockwall Building I Rockville, MD 20852
66

SmartLink Password Resets
Phone (877-614-5533), Fax (301/443-8362) or Email (PMSSupport@psc.gov) You will need the following information when contacting the Helpdesk: Organization Name Your Name Your Phone No. Your username (ID) Account No. (PAN)
67

DPM Information Resources
Home Page (www.dpm.psc.gov)

68

Grant Recipient Training CD
Version 2.1 is available. To order a copy of the Grant Recipient Training CD, please contact your Liaison Accountant or send an e-mail request to info@psc.gov

69

Nicole Dunning
Account Representative

• Telephone: (301) 443-0395 • Fax: (301) 443-2569 • E-mail: Nicole.Dunning@psc.hhs.gov • DPM Home Page: www.dpm.psc.gov • Help Desk: (877) 614-5533
70