1. PAYMENT MANAGEMENT SYSTEM OVERVIEW US DOL-VETS 2008 Competitive Grants Training Conference Presented by: Nicole Dunning August 7, 2008

2. 2 Topics To be Covered Overview Mission DPM Objectives Organization History Customers Organization Chart DPM Services Grant Life Cycle System Access and Account Inquiries Payment Management/SmartLink Payment Requests PSC 272 Electronic Reporting System Remittances Information Sources

3. 3 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. Mission

4. 4 DPM 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. 5 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 –System Developed for NIH Organization History

6. 6 With 53 Grant Awarding Offices/Agencies Corporation for National and Community Service (CNCS) 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 National Aeronautics and Space Administration (NASA) Small Business Administration (SBA) United States Agency for International Development (USAID) 14 Federal Department Level Customers

7. 7 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

8. 8 Audit Assistance Debt Management Financial Reporting Grant Accounting Cash Management Centralized Payments Electronic Request and Delivery of Funds Extended Hours: 7:00 A.M. to 6:30 P.M. EDT PSC 272 Report Processing CMIA Monitoring and Interest Resolution Links to Appropriations and CFDA Numbers SF224 Processing Liaison Staff for Payment & Reporting Issues User Training Audit Confirmations and Resolutions Ad Hoc Reports Central Collection Point for Federal Interest Collection of Disallowances & Overadvances Grant Accrual Processing Financial System Interface Staff Support DPM Services

9. 9 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 PSC 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

10. 10 Getting Started What We Need From You  Direct Deposit Sign-up Form SF-1199A  Contact Information Sheet  Name  Title  Phone  E-Mail  Reference your PIN (HHS Grantees Only) What You Need From Us  PIN and PAN  Access to the Payment Management/SmartLink System  Password to the Electronic PSC 272 Reporting System

11. 11 Getting Started: 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_recipie nt/new_grantee_information/nonhhs_1 199a.aspx? COMMON ERRORS u Corrections in Depositor Account Number and Bank Routing Number u Depositor Account Title not filled in u Depositor Account Title does not match Name of Payee

12. 12 Getting Started : Contact Information Sheet

13. 13 Internet Access Division of Payment Management Home Page www.dpm.psc.gov Hours of Operation 7:00 AM to 6:30 PM EST Monday – Friday Help Desk Number Telephone #: 877/614-5533 Fax #: 301/443-8362 E-Mail: PMSSupport@psc.gov Payment Management System Access

14. 14 Payment Management System Access Go to: www.dpm.psc.gov Click on “Payment Management System” or “SmartLink”

15. 15 Click on “SmartLink Payment Request” or “Payment Management System”

16. 16 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.

17. 17 Review for new messages; then click on Click Here for Access to the Payment Management System

18. 18 Click on: My User Info to: 1) change password 2) or to update user contact information.

19. 19 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

20. 20 1) Enter your new password and click OK

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22. 22  Account Balance  Authorization Transactions  Payment Data  Summary Grant Data Grantee Adhoc Inquiry

23. 23 Click on: the “?” For definitions of common PMS inquiries

24. 24 2AA5P

25. 25 2AA5P 2AA5

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27. 27 2AA5P

28. 28 2AA5P2AA5 2AA5P2AA5 2AA5P2AA5

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30. 30 2AA5P

31. 31 2AA52AA5P

32. 32 2AA52AA5P

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34. 34 2AA5P

35. 35 2AA5 2AA5P

36. 36 Payment Management/SmartLink System: Requesting Funds

37. 37 1) Click on “Payment” 2) Click on “Request for Payment” 3) Enter your Account Number 5) Click on “Account”. 2AA5P

38. 38 1.UPDATE Requestor Information or Click the Check Box If No Changes Are Required 2.Enter Payment Due Date 3.Enter Expected Disbursement Amount 4.Enter Cash on Hand 5.Enter Payment Request Amount 6.Click on “Continue”. 2AA5P

39. 39 2AA5P

40. 40 2AA5P

41. 41 2AA5P

42. 42 2AA5P

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44. 44 Payment Management/SmartLink System: Reason for Denied Payments / Manual Review Flags Agency Restriction Reasonableness Late PSC 272 Electronic Reporting Excess Cash on Hand - 3 day rule (PSC 272 Reports) Agency Approval & Confirmation

45. 45 PSC 272 Electronic Reporting System  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. 46 The Payment Management System (PMS) recipient reporting requirements are consistent with the OMB policies and the standards for government-wide reporting. In order to account for the use of Federal funds, grant recipients are required to complete the Federal Cash Transactions Reports (PSC 272 and PSC 272-A). The Division of Payment Management uses an automated PSC 272 as approved by OMB for electronic reporting. DPM’s Electronic 272 System uses the Internet to provide a fast, efficient, and easy way of meeting the PSC 272 reporting requirements. The PSC 272 reports are furnished to all recipients with active PMS accounts. A PSC 272 and its corresponding reports (PSC 272-A through G) are produced for each recipient (payee) account, if applicable. Since recipients may have more than one account in PMS, those recipients receive more than one PSC 272. PSC 272 Electronic Reporting System PSC272 reports are generated for the end of each calendar quarter (December 31, March 31, June 30, and September 30). PSC272 reports are generated the FIRST weekend after the end of each quarter. The Electronic 272 data is generally available on the following Monday or Tuesday. PSC272 reports are due 45 days after the end of the quarter (w/the exception of Department of Interior: Fish & Wildlife Service & NASA grantees’ PSC272 reports are due 15 days after the end of the quarter)

47. 47 Click on “Electronic 272 Reporting”

48. 48 Click on “Electronic 272 Reporting”

49. 49 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

50. 50 1) Select the Payee Account Number you want to work on 2AA5B 2AA5D 2AA5G 2AA5G1 2AA5P

51. 51 1) Select the PSC 272-A Form

52. 52 Optional: Identify document as it appears in your accounting system. Update the cumulative total for each document

53. 53 1) Use the PSC 272-G to review inactive grants 2) Click on the grant number if you need to change the Disbursement amount

54. 54 After Clicking on the grant number scroll to the “Bottom” of the 272 A Page To update your disbursements

55. 55 The document number that previously existed on the PSC272-G worksheet now appears at the bottom of the PSC272-A worksheet.

56. 56 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

57. 57 1) After updating all grants Click on 2) Click on Refresh/Update Screen Return to Form 272

58. 58 1) Line 4 equals net disbursements from the PSC 272-A 2) Enter ‘Cash on Hand End of Period’ on Line 5 3) Interest income maybe reported on line 7 for “G” and “G1” accounts only 4) Scroll down and click on Click Here to Certify this Electronic 272

59. 59 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

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61. 61 1) Print the PSC 272 page 2) Fax the page to your DPM Account Representative

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68. 68 Check Returns Make 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: o The Division of Payment Management (Federal ID # 521396046) o P.O. Box 6021 -- 11400 Rockville Pike, Suite 700 -- Rockville, MD 20852 You can choose any one of three ways to return funds to DPM ACH Returns (Funds returned by next business day): You will need the following information in order to return funds to DPM via ACH: The DPM ACH Routing Number is: 051036706 The DPM DFI Accounting Number: 303000 ACH Returns (Funds returned same day): You will need the following information: The DPM FEDWIRE Routing Number: 021030004 The DPM ALC (Agency Location Code): 75010501 IMPORTANT :: Your Payment Management System (PMS) Account Number (PAN) with your submission. Please include with each submission the reason for the return (for example: Excess Cash, funds not spent, full or partial interest payments, 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. General Information: Returning Funds to DPM

69. 69 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 Department of Labor. Please contact Gene Contee at 202-693-4479 or Contee.Gene@dol.gov. General Information: No Authorization Posted to Account

70. 70 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: (877) 614-5533 Email: PMS Help Desk (PMSSupport@psc.gov)PMS Help Desk FAX : (301) 443-8362 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 General Information: Password Resets for Grantees

71. 71 The Payment Management System allows the recipient to provide the auditor with confirmation of grant payments during on-site audits. To obtain a grant payment confirmation, recipients access the Payment Management System using their User Name and Password. The information necessary to confirm payments is available by querying Payment Data using the account number and, if appropriate, the sub-account number. The Payment Data inquiry displays a history of all payment related transactions. These can include payments of a specific sub-account, payments within specific start and end dates, or payments with a specific confirmation number. Transactions are listed in chronological order beginning with the most recent activity. For recipients unable to access PMS inquiry, you may fax your payment confirmation requests to 301-443-3586. Please contact Sheila Swedenburg on 301-443-7993 if you have any questions regarding your faxed request. General Information: Audit Confirmation Procedures

72. 72 Nicole Dunning Account Representative Telephone #: (301) 443-0395 Fax #: (301) 443-2569 E-mail: nicole.dunning@psc.hhs.gov@psc.hhs.gov DPM Home Page: www.dpm.psc.govwww.dpm.psc.gov