PAYMENT MANAGEMENT SYSTEM

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FMS Division of Payment Management

PAYMENT MANAGEMENT SYSTEM Department of State
(PM/WRA) Grantee Workshop November 5 6, 2007
Presenter Tonja J. Thomas
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Agenda

• Overview
• Grantee Registration
• System Access and Account Inquiries
• SmartLink Payment Requests
• PSC 272 Federal Cash Transactions Report
• Remittances
• 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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DPMs 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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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
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13 Federal DepartmentLevel 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
• USAID

With 53 Grant Awarding Offices/Agencies
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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.

Governmental Tribal Payment Branch Kassandra
Miles, 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.
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 and manages
physical security for the DPM offices.
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DPM Services
Centralized Payments
Extended Hours 700 A.M. to 630 P.M. EDT
Electronic Request and Delivery of Funds
Cash Management
Grant Accounting
Financial Reporting
Debt Management
Audit Assistance
Staff Support
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Grantee Registration
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Getting Started

• What We Need
• From You
• Direct Deposit Sign-up Form (SF-1199A)
• Or
• PMS Existing Account Letter
• International Bank Info Letter
• (International Organizations Only)
• Contact Information
• Name
• Title
• Phone
• E-Mail
• Mailing Address

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

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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/grant_recipient/new_grantee
  _information/nonhhs_1199a.aspx?

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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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DUNS _____
x
ABC Corporation, Inc.
0 0 0 0 0 1 - 0 0 1 1
123 ABC Street Suite 123
Anywhere US 00000
123/345-5678, ext. 910
x
Grant
ABC Corporation, Inc.
N/A
Type/Print 9-Digit Tax ID
ABC Corporation Representative
0-0-00
123 Awarding Street Suite 123 Awarding, US
00001
Grant Award Agency / Grant Award Agency Sub-Name
1 2 3 4 5 6 7 8 9
ABC Bank Name 123 Bank Street Bank, US 99999
ABC Corporation, Inc.
ABC Bank Name Representative
ABC Bank Name Representative
123/475-0987, ext. 14
0-0-00
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Existing Letter Example
If you are currently receiving funds through the
Payment Management System for other Federal
Agencies, then you may submit the following
information on your organization letterhead, in
lieu of a SF-1199A form, and request that an
additional PMS account be established for
Department of State/Bureau of ____________________
___ funds. A Contact Information Sheet Form must
still be completed.   1.        The existing PMS
PIN/Account that has the same information as
desired for your new Federal Agency Grant.
  2.        Payee Name   3.        Payee
Location and Mailing Addresses   4.       
Federal EIN / Tax ID assigned by the IRS (9
digits)   5.        DUNS Number   6.        Bank
Account Number and Type (Checking or
Savings)   7.        Financial Institutions Name
and Routing Number   8.        Depositor Account
Title   9.        A Signature by an appropriate
representative to validate this
information.   Please note that the bank account
number for the new Federal Agency Grant account
must be identical to the bank account for the
Payment Management System account that the
grantee stated. The information the grantee
provides on the letterhead must match the
information on the existing PMS account.
Otherwise, a new SF-1199A will be required.
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Banking Information International Grantees
Funds being routed directly to a USA Financial
Institution You will need to complete a
Direct Deposit Sign-Up Form (SF-1199A) This
form should be used strictly for their USA
Banking Information Contact Information Form -
The Primary Contact on the Contact Information
Form should be the person who will be responsible
for requesting the funds.
Funds being routed to an International Bank via a
USA Financial Institution You will need to
complete all of these Direct Deposit Sign-Up
Form (SF-1199A) This form should be used
strictly for their USA Banking Information Intern
ational Bank Letter This letter should include
all pertinent information pertaining to their
International Bank. Information must be
submitted on official banking letterhead with
an authorized signature. The following
information should be included in this
letter Name of Payee Account Number Swift
Code/IBAN Bank Account Title Other
Information/Instructions Corresponding US
Bank ABA/Routing Account (if
applicable) Contact Information Form - The
Primary Contact on the Contact Information Form
should be the person who will be responsible for
requesting the funds. Cannot send information to
a Post Office Box. Must provide a physical
address.
Important Notice! All required forms should be
mailed directly to your grants officer. Please
retain a copy for your records. We must have all
original forms in order to establish your
organization in the Payment Management System.
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System Access Account Inquiries
SmartLink ID and Password
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• Computer to Computer System
• Internet or Toll Free dial-up networking access -
  No Cost to Recipients
• Enhanced Inquiry Features
• Warehouse Feature (up to 30 days)

• Hours 700 A.M. to 630 P.M. EDT ( Mon.
  Fri.)
• Next Work Day Access to Funds (if you are not
  set-up on Agency Approval)

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

• Off the Shelf Software Compatibility
• Netscape 4.0 or higher
• Explorer 4.0 or higher

Hours of Operation 700 AM to 630 PM EST Monday
Friday Help Desk Number T 877/614-5533 Fax
301/443-8362 E-Mail PMSSupport_at_psc.gov
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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 Management System
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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 password is
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 password 2)
or to update user contact information.
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• 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
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1) Enter your new password and click
OK
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Recipient On-line Inquiry

• - Access Through Smartlink Process
• - Current Inquiries Available
• Account Balance
• Authorization Transactions
• Payment Data
• Summary Grant Data

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Click on the ? For definitions of common
PMS inquiries
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2AA5 2AA5P
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SmartLink Payment Requests
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2AA5P
1) Click on Payment 2) Click on Request for
Payment 3) Enter your Account Number 5) Click
on Account.
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• 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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Agency Restriction ReasonablenessDelinquent PSC
272 ReportingExcess Cash - 3 day rule
Reasons for Denied Payments
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WHY THE 272?
The PSC 272 Report
Electronic Reporting Process

• 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.

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Click on Electronic 272 Reporting
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Click on Electronic 272 Reporting
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The PSC 272 Report
1) Enter your Payee Identification Number
(PIN) 2) Enter your PSC 272 Password

• Internet Accessible
• Over 12,000 reports for active accounts processed
  for each quarter
• 91.8 Return Rate

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1) Select the Payee Account Number you want to
work on
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1) Select the PSC 272-A Form
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Update the cumulative total for each document
Optional Identify document as it appears in
your accounting system.
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After Clicking on the grant number scroll to the
Bottom of the 272 A Page To 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) Print the PSC 272 page 2) Fax the page to
your DPM Account Representative
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Information Sources
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Remittances
You can choose any one of three ways to return
funds to DPM
ACH Returns (Direct Deposit) Returning funds to
DPM via ACH (Automated Clearing House) means you
will most likely be returning funds to DPM in the
manner in which they were received at your
organization. You will need the following
information The DPM ACH Routing Number is
051036706 The DPM DFI Accounting Number 303000
FEDWIRE Returns A FedWire return is a return via
a WIRE. You will need the following information
The DPM FEDWIRE Routing Number 021030004 The DPM
ALC (Agency Location Code) 75010501

• Check Returns If you choose to return funding
  via a check, please be sure to use the following
  information
• Check made payable to The Department of Health
  and Human Services
• Indicate your Payment Management System (PMS)
  Account Number (PAN) on the check. This number
  can be found on page one of your PSC 272 Report.
• Mail the Check to
• The Division of Payment Management (Federal ID
  521396046)
• P.O. Box 6021 -- 11400 Rockville Pike, Suite 700
  -- Rockville, MD 20852

IMPORTANT - PLEASE INCLUDE Your Payment
Management System (PMS) Account Number (PAN) with
your submission. This is important so we know who
to credit the funding to. Please include with
each submission the reason for the return. This
means is it Excess Cash, funds not spent,
interest, part interest part other, etc. On
electronic returns there are fields in place for
submitting information with the financial data.
Please make use of these fields. Please include
pertinent sub account information if it applies.
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Remittances
DEPARTMENT OF HEALTH HUMAN SERVICES
PMS Account /Grant
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Remittances

• Check via Mail

Division of Payment Management Department of
Health and Human Services P.O. Box 6021 11400
Rockville Pike Suite 700 Rockville, MD 20852
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SmartLink Password Resets

• Payment Management System passwords expire every
  90 days. When you first login to the system, the
  welcome screen displays a message telling you
  whether your password is temporary or when it is
  due to expire. To request or reset your
  password you may contact us by
• Phone [phone]
• Email PMS Help Desk (PMSSupport_at_psc.gov)
• FAX [phone]
• The request should include
• requestor's name
• requestor's phone number with extension
• organization's name
• account number
• username
• date of last payment request
• amount of last payment request
• email address

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Important Information
If you receive the following error message when
accessing your funds MSG 467 all accounts
cancelled or closed, please contact your grants
officer and inform them that no grant
authorization has been posted into the Payment
Management System for you to request. Please let
them know you have received your information
package from the HHS/Division of Payment
Management. The Division of Payment Management
does not obligate or de-obligate grant award
authorizations. This function is done by the
agency that awarded you your grant. Please
contact your grants officer to find out when your
funding will be available.
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Payment Requests
After you have entered your payment request in
the Payment Management System and you receive the
message Payment Request Agency Approval
Confirm. Please allow 5 to 10 business days
before receipt of your funds. If you have dont
receive your funds w/in that time frame, please
contact your grants officer directly. We can
only see your payment request. It is stated in
your information package on the first page if
your payment request requires Agency Approval.
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• Tonja J. Thomas
• Lead Accountant
• Telephone [phone]
• Fax [phone] or 0377
• E-mail Tonja.Thomas_at_psc.hhs.gov