1 PAYMENT MANAGEMENT SYSTEM US DOL-VETS 2007 Competitive Grantees Training Conference FMS Division of Payment Management Presenter Nicole D. Dunning

2 Agenda I.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

3 Overview

4 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.

5 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

6 July 25, New PMS Launched 1998/9 - CFO Council Initiative to Standardize Grant Payment Systems HHS/PSC Established 1989 – HHS Cross-Servicing Begins 1969 – Department of Health and Human Services Organization History

7 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 Department Level Customers

8 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; and manages physical security for the DPM offices. University and Non-Profit Payment Branch Kassandra Miles, Acting Chief Accounting & Reports Branch Brian Harris, Chief Accounting Systems Branch Steve Campbell, Chief Information Systems Branch Robert Bessio, Chief Governmental & Tribal Payment Branch Kassandra Miles, Chief

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 Banking Information and SmartLink Username & Password Establishment

11 What We Need From You  Direct Deposit Sign- up Form SF-1199A  Contact Information  Name  Title  Phone   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

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

13 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 u No signatures FROM THE DPM HOME PAGE: u Click on “Grant Recipient Information” u Click on “Forms ” u Click on “Banking Information SF-1199A”

14 Internet Access: DPM homepage: Off the Shelf Software Compatibility: F Netscape 6.0 or higher F Explorer 4.0 or higher Hours of Operation 7:00 AM to 6:30 PM EST Monday – Friday Help Desk Number T: 877/ Fax: 301/ Connecting to the PMS

15 System Access & Account Inquiries SmartLink ID and Password

16 Go to: Click on “Payment Management System” or “SmartLink”

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

18 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.

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

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

21 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

22 1) Enter your new password and click OK

23

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

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

26 2AA5P

27 2AA5P 2AA5

28

29 2AA5P

30 2AA5P2AA5 2AA5P2AA5 2AA5P2AA5

31

32 2AA5P

33 2AA52AA5P

34 2AA52AA5P

35

36 2AA5P

37 2AA5 2AA5P

38 SmartLink Payment Requests

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

40 2AA5P 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”.

41 2AA5P

42 2AA5P

43 2AA5P

44

45 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

46 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

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

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

49 1) Select the PSC 272-A Form

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

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

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

53

54 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

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

56 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

57 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

58

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

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61

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63 Information Sources

64 Online Instructions from the DPM Home Page:  Click on “Grant Recipient Info”  Click on “Procedures”  Click in “returning funds” Remittances Remittance Express (ACH) - Next Day Credit Fedwire - Same Day Credit

65 DEPARTMENT OF HEALTH & HUMAN SERVICES PMS Account #/Grant # Remittances

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

67 Phone ( ), Fax (301/ ) or You will need the following information when contacting the Helpdesk: Organization Name Your Name Your Phone No. Your username (ID) Account No. (PAN) SmartLink Password Resets

68 DPM Information Resources Home Page (

69 Version 2.1 is available. To order a copy of the Grant Recipient Training CD, please contact your Liaison Accountant or send an request to Grant Recipient Training CD

70 Nicole Dunning Account Representative Telephone: (301) Fax: (301) DPM Home Page: Help Desk: (877)