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PAYMENT MANAGEMENT

SYSTEMUS DOL-VETS

2007 Competitive Grantees Training Conference

FMS

Division of Payment Management

Presenter

Nicole D. Dunning

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AgendaI. Overview

II. Banking Information and SmartLink Username and Password Establishment

III. System Access & Account Inquiries

IV. SmartLink Payment Requests

V. PSC 272 Federal Cash Transactions Report

VI. Information Sources

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Overview

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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.

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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

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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

Organization History

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With 53 Grant Awarding Offices/Agencies

• 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• USAID

13 Federal DepartmentLevel Customers

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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 reportsto awarding agency customers; processes

payment transaction files to the Federal ReserveBank system and U.S. Treasury; and prepares

financial reports.

Evaluates changes and enhancements to PMS;develops systems related operating procedures andsystem documentation; oversees the resolution of

system application problems; and monitorsproduction activity for accuracy.

Conducts system analysis, design, and programmingtasks; operates the computerized system;

communicates with other computer centers; executes system back-up processes; and manages physical

security for the DPM offices.

Director, DPMAnthony DiToto

University and Non-Profit Payment BranchKassandra Miles, Acting Chief

Accounting & Reports BranchBrian Harris, Chief

Accounting Systems BranchSteve Campbell, Chief

Information Systems BranchRobert Bessio, Chief

Governmental & Tribal Payment BranchKassandra Miles, Chief

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Grant Life Cycle

Grantapplicationsubmitted

Awarding agencyreviews application

for approval

Grant data istransmitted to

PMS

PMS updatestheir database

PMS issues payments to

Grantee

Grantee reports disbursement datavia PSC 272 report

PMS transmits data to awarding

agency

Awarding agencyreviews data for

compliancew/ regulations

Award agencycloses award

(Auth = Disb = Pmts)

The Cycle Begins

With You

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Banking Information and

SmartLink Username &

Password Establishment

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What We Need From You

Direct Deposit Sign-up 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

Getting Started

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• 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/grant_recipient/new_grantee_information/nonhhs_1199a.aspx?

Banking Information

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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 HOME PAGE:

www.dpm.psc.gov

Click on “Grant Recipient Information”

Click on “Forms”

Click on “Banking Information SF-1199A”

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Internet Access:DPM homepage: www.dpm.psc.gov

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

Hours of Operation7:00 AM to 6:30 PM EST

Monday – Friday

Help Desk NumberT: 877/614-5533

Fax: 301/443-8362E-Mail: PMSSupport@psc.gov

Connecting to the PMS

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System Access & Account Inquiries

SmartLink ID and Password

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Go to: www.dpm.psc.gov

Click on “Payment Management System”

or “SmartLink”

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Click on “SmartLink Payment Request” or

“Payment ManagementSystem”

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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 passwordis provided by DPM.

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

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Click on: My User Info to:1) change password2) or to update user contact information.

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1) Enter your temporary/old Password

2) Enter a new Password3) Enter your new password again in the Confirm Password field4) Click on

Change

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1) Enter your new password and click OK

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- Access Through Smartlink Process

- Current Inquiries Available:

Account Balance

Authorization Transactions

Payment Data

Summary Grant Data

Recipient On-line Inquiry

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Click on: the “?” For definitions of common PMS inquiries

Select the Inquiry you wish to perform then

click “continue”

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2AA5P

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2AA5P 2AA5

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2AA5P

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2AA5P2AA5

2AA5P2AA5

2AA5P2AA5

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2AA5P

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2AA5 2AA5P

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2AA5 2AA5P

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2AA5P

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2AA5 2AA5P

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SmartLink Payment Requests

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1) Click on “Payment” 2) Click on “Request for Payment” 3) Enter your Account Number5) Click on “Account”.

2AA5P

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2AA5P

1. UPDATE Requestor Information or Click the Check Box If No Changes Are Required

2. Enter Payment Due Date3. Enter Expected Disbursement Amount4. Enter Cash on Hand5. Enter Payment Request Amount6. Click on “Continue”.

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2AA5P

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2AA5P

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2AA5P

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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

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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.

Electronic Reporting Process

The PSC 272 Report

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

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

2AA5B2AA5D2AA5G2AA5G12AA5P

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1) Select the PSC 272-A Form

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Optional: Identify document as it appears in your accountingsystem.

Update the cumulativetotal for each document

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1) Use the PSC 272-G to review inactive grants2) Click on the grant number if you need to change the Disbursement amount

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

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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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1) After updating all grants Click on

2) Click on

Refresh/Update Screen

Return to Form 272

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1) Line 4 equals net disbursements from the PSC 272-A2) Enter ‘Cash on Hand End of Period’ on Line 53) 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

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1) Read the warning and check your numbers. 2) Scroll down and fill in the “CertifiedBy” and “Prepared By” information3) Click on Upload this Electronic 272

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

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Information Sources

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Online Instructions from the DPM Home Page: www.dpm.psc.gov Click on “Grant Recipient Info” Click on “Procedures” Click in “returning funds”

Remittances• Remittance Express (ACH) - Next Day Credit

• Fedwire - Same Day Credit

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DEPARTMENT OF HEALTH & HUMAN SERVICES

PMS Account #/Grant #

Remittances

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Remittances by CheckUS 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

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Phone (877-614-5533), Fax (301/443-8362) or Email (PMSSupport@psc.gov)

You will need the following information

when contacting the Helpdesk:

Organization NameYour Name

Your Phone No.Your username (ID)Account No. (PAN)

SmartLink Password Resets

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DPM Information ResourcesHome Page (www.dpm.psc.gov)

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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

Grant Recipient Training CD

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Nicole DunningAccount 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