# Presentation: 164763

## PAYMENT MANAGEMENT SYSTEM OVERVIEW

- US DOL-VETS
- 2008 Competitive Grants Training Conference
**Presented by:  Nicole Dunning**
**                         ****August 7, 2008**

## 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

## 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. 

- 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**

## 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

## Organization History

- 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**

**Notes:**
The Payment Management System (PMS) began in 1969 under the Department of Health, Education and Welfare.  Later, HHS was split from The Dept. of Education and became a separate department.   In 1989, HHS began providing grant payment and cash management services outside the agency.  Its success led to PMS being selected as one of two grant payment systems for the entire Federal government, the other being the Treasury Automated Standard Application for Payments (ASAP).  
In July 2000, we launched the current version of the Payment Management System which we use today.  This system is accessible via the Internet.  This training will teach you how to use that system.

## 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)

- 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**

**Notes:**
welcome.mov side by side ppt slide 

Here are the agencies using the Payment Management System now.  If you receive a grant from one of these agencies either you are being paid from the Payment Management System, or will be in the near future.  

## DPM Organizational Chart

- 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.

- Governmental & Tribal Payment Branch
- Kassandra Miles, Chief

**DPM Organizational Chart**

**Notes:**
welcome.mov side by side ppt slide 

The Payment Management System is operated by the Department of Health and Human Services Program Support Center, Division of Payment Management.  The Division of Payment Management is organized by functional area.  For grant recipients the key staff areas are the three payment branches as shown directly under the DPM Director.  The payment branches are staffed by Liaison Accountants who assist grant recipients with the payment process, with financial reporting functions, and with getting access to information within the system.  Each grant recipient is assigned to a specific Liaison Accountant, primarily depending on your account type and geographic location.

## DPM Services

**DPM Services**

## Slide 9

**Notes:**
It is helpful to start with an overview of the Grant Life Cycle to provide a solid scope for the remainder of the training.  It will also help you see where you fit into the big picture.   
The Grant Life Cycle describes the relationships between the Grantee, the Awarding Agency, and PMS.  It begins with you, the future Grant Recipient, submitting a grant application to the Awarding Agency.  A grant application is generally a request for financial assistance that does not have to be paid back.  It is given by an organization to another to encourage it to undertake or continue desirable activities that it would not otherwise do without that support.
The Awarding Agency reviews the application.  If it approves the application, the Awarding Agency posts the awarded funds and transmits the necessary data to PMS.    
You, the Grant Recipient, may request funds using a personnel computer with an internet connection.  You may only request money for either reimbursement or for immediate disbursements.  Funds are then electronically transferred and made available by the next business day.  
As a Grant Recipient, you are required to submit disbursement data for each grant on a calendar quarterly basis.  It is important to note that late submissions may delay future grant payments.
PMS sends the data you report to the Awarding Agency, which reviews it for compliance with the relevant regulations.  Finally, when the amount of the authorized funds, the total of all disbursements, and the total of all payments are all equal, the Awarding Agency closes the award.  

## 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 **

**Notes:**
NOTE:  Contract Info needed:  Name, Title, Phone, E-mail  reference PIN.

A suffix is appended to the PIN to create PAN. 

suffix determines how the award(s) posted in the account are tracked.
If the suffix is ‘P’ or ‘P1’ or ‘B’ or ‘B1’ , requests for funds must include the PAN plus a sub-account number. 
	The sub-account will identifies the specific grant
	 from which funds are being drawn.

IF the suffix is ‘G’ or ‘G1’, the grantee specifies only the PAN.
 The specific grant is not identified: 
 The system allocates the draw among all the active grants in the account,
	 until the grantee identifies the grant in the quarterly PSC 272 report.

 Awarding office policies determine how grant payments will be tracked, hence the type of account for a grant.

## 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_recipient/new_grantee_information/nonhhs_1199a.aspx?

_**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

## Getting Started : Contact Information Sheet

## 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

- 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**

## Payment Management System Access

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

## System” 

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

## *For first time users, 

_**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.**

**Notes:**
If you are a new user  : 
Your User name and temporary password will be mailed to you by your liaison accountant.  
Enter your user name exactly as it was sent to you.  The user name is case sensitive.  

Press the tab key or click on the password entry field

Enter your temporary password exactly as it was sent to you. 

At this point if you cannot access the system, call our Help Desk at 877-614-5533 or contact your Liaison Accountant for assistance in the logon process.      

## Review for new messages; then click on 

- Review for new messages; then click on

- Click Here for Access to the Payment Management System

**Notes:**
The next screen you should see is the PMS Entry Screen and Message Board 

If you used a temporary password to log in, you should see a message stating that your password is temporary.  

You will also see the DPM message board.  Take a couple of moments to review the messages.  We use the message board to announce PMS updates, report due dates, etc.  

If you logged in using an existing password, the system will tell you how many days remain until your password expires.  In this example, the password expires in 76 days.  

Please note the question mark symbol in the upper right corner of the PMS screen.  This is the On-Line Help button. Click on the question mark to open the On-Line Help.  You can choose to look at the Glossary, Select a PMS function from the Index, or exit the On-Line Help function.   The Glossary is arranged in alphabetical order.   The Index is arranged by subject area.  The processes we will talk about are under Menu Options list.   

Now click on the bar saying ““Click Here for Access to the Payment Management System” 

## Click on: My User Info to:

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

**Notes:**
The next screen is the PMS user menu.  

You can click on the words “Expand All” to open all menu choices 
or click on the menu item word to open just a particular section of the menu.  

A couple of other user tips: 
You can adjust the size of the user menu width by placing your cursor on the edge line of the menu area and moving it to the right or left as appropriate. 

For MS Explorer: 
You can adjust the text size of the screen by clicking on “View” on your browser menu then clicking on Text Size and choosing smaller or larger text      
For Netscape Navigator: 
Click on View then click on Increase or Decrease Font as appropriate. 

If you used a temporary password, you must click on  “My User Info” to go through a password change process before attempting to access any PMS functions. 

This password change process is the same as used for the regular password changes you will have to complete throughout the life of your user account.       

## Enter your temporary/old 

**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

**Notes:**
Before we go through the password change process here area few password rules to remember:  
Passwords expire after 90 days.  

Regular Passwords must be alpha numeric - meaning they must contain letters and numbers such as “ABCDE6789”
Passwords are case sensitive so Abcde6789 and ABCDE6789 are considered different passwords

You can use special characters such as * or $ in your passwords

Passwords cannot be reused within 300 days  so you cannot use ABCDE6789 and then try to change it to ABCDE6789 on my next password change process or on any change 300 days from the first time you used ABCDE6789

Finally, three unsuccessful logons will lock your PMS account.  If you are locked out,  please call our help desk at 877-614-5533   

To change your password: 
Enter you old or temporary Password in the Old Password line
Make up a new Password enter it in the New Password line
Enter it again in the Confirm Password line
Update your contact info and click on the “Change” button

## 1) Enter your new password and 

**1) Enter your new password and **
**click **

- OK

**Notes:**
If your Password meets the PMS rules a logon screen will come up.
** As a note if you are using Netscape Navigator you may get a message saying “authorization failed” - just click on “OK” and proceed
Your user name should already be filed in.  
Go to the “Password” line, type your new password exactly as you did on the “My User Info” screen and then click “OK”

## Slide 21

**Notes:**
You should get the screen saying “Change Transaction Complete” 

Your  password has been changed and you can now access the user menu.  

As you use the system over the months to follow, your password may expire.  If it does expire, the system will let you logon, but the only thing you will be able to do is go “My User Info” and change your password.  

If you do not change your password after it expires and you try to access the user menu, you will see a security violation screen.  

## Account  Balance
Authorization Transactions
Payment Data
Summary Grant Data

- Authorization Transactions
- Payment Data
- Summary Grant Data

**Grantee Adhoc Inquiry**

## Click on: the “?”  For 

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

**Notes:**
To access the Grantee Inquiry function: 

Click on “Inquiry” 
Then click on “Adhoc Grantee Inquiry”

That  will bring up the Inquiry Selection screen you see here.
By clicking on the drop down menu you can see the four grant inquiry types. 

To run the Account Balance Data Inquiry click on the words “Account Balance Data” 
Then click on “Continue”

## 2AA5P

**Notes:**
This will bring up the Account Balance Data Inquiry Parameter screen.  Here you have to tell the system what to look for within the overall account balance information in PMS.  

The inquiry parameter screen for each of the four inquiries will look  similar. At the top is the inquiry type name. 

Just below that are the save inquiry radio buttons.  If you want to save this inquiry under your user name for reuse later on, click on the “Yes” radio button and enter an inquiry name of your choice.   If you do not want to save the inquiry, leave the “No” radio selected.  

Below the save inquiry area are the inquiry parameter fields

The fields with RED labels are required.  The fields with BLACK labels are filter fields used to limit or filter the report output to a more concise level.  

On this and all inquiry parameter screens the required fields are PIN or  Payee ACCT.   These are your Payee Identification Number (PIN) or your Payee Account Number (PAN).  These numbers should have been on your registered letter from DPM with your User Name Password combination and they are also on the PSC 272 reports. 

To run the inquiry enter the PIN or Payee Account Number in the appropriate field. If you want data on  a particular subaccount number enter that subaccount number in the “SubAcct” field on the same line as you entered the PIN or Payee Acct.  If you want a report on multiple subaccounts you will have to enter the PIN or Payee Acct and Subaccount on each line used. 

Then click on the “Run Inquiry” button.       

## Slide 25

**Notes:**
Your output screen should look something like this.  
Under normal conditions you should expect a system response in 1 to 2 seconds over a high speed internet connection.  If using a 56 K modem responses will be somewhat slower.  
The “AUTHORIZED” column represents the total of all authorization for all grants under that Account.  
“PAYMENTS” is the total of all payments for the account
“FUNDS AVAILABLE” is “AUTHORIZED” minus “PAYMENTS”.  This is the maximum available funds for the account.  

If you have subaccounts the same information is presented at the subaccount level. 
At the bottom of the page are the last two payment transaction processed for the account.  

You can print all PMS reports by clicking on your browser’s print Icon.  This will print the entire report.  If you only want to print a portion of a report,  you can highlight or select the report information you want, then click on File, Print and click on  Selection or designate the number of pages you want to print.      

## Slide 26

**Notes:**
The next query is the Authorizations Transactions Inquiry
To run the Authorizations Transactions Inquiry

Click on “Inquiry” then click on “Adhoc Grantee Inquiry”

That  will bring up the Inquiry Selection screen 

Click on the drop down menu the click on the words “Authorization Transactions”,  then click on the “Continue” button. 

## 2AA5P

**Notes:**

The required fields are “PIN” or “Payee ACCT”
To run the basic inquiry, with no filters, enter the PIN or Payee Account Number in the appropriate field.

If you want data on a particular grant  number, enter that grant number in the field directly under the word GRANT on the same line as you entered the “PIN” or “Payee Acct”.  If you want a report on multiple grants you will have to enter the “PIN” or “Payee Acct” and grant number on each line used

If you want a transactions from a particular date range enter the desired dates in the From Post Date and to Post date fields.  The date format is month/day/four digit year.  

Then  click on “Run Inquiry”.

## Slide 28

**Notes:**
The Authorization Transactions reports lists all award entries processed by your awarding agency and sent to PMS.  Each entry should correspond to a notice of grant award from your awarding agency.   

The first column on the left is T/C representing Transaction Codes. The most common codes are 050 for standard authorization increases or decreases and 059 for award close-out transactions.  Transaction codes can be found in the Users Guide at page Glossary 37 to 38 and under the Help Button on PMS.  Look in the Glossary under the letter “T” and then the words “Transaction Code”     

The Second column is the Fiscal Year Common Account Number Object Class Codes for the grant.  These codes tie the grant to a Federal Appropriation and other awarding agency accounting codes.  

The third column is the Incremental Authorization (Inc Auth)  This is the amount of the transaction.  No sign is an increase; a negative sign is a reduction in your award amount.  

The Posted Date is the day the transaction was sent to PMS by the awarding agency.  We update PMS with incoming grant authorization transactions every 1/2 hour throughout the day.  

The Start and End Dates should match up to the performance period listed on your notice of grant award.   

The Issue Date should match the issue date of your notice of grant award. 

## Slide 29

**Notes:**
The next query is the Payment Data Query. 

To run the Payment Data Query the process is the same as for the others: 

Click on “Inquiry” then click on “Adhoc Grantee Inquiry”. 

That  will bring up the Inquiry Selection screen 

Click on the drop down menu the click on the words “Payment Data” 

Then click on the “Continue” button. 

## Slide 30

**Notes:**
This will bring up the Payment Data Query Parameter screen. As you can see the parameter screen is somewhat similar to the others.   

The required fields again are “PIN” or “Payee ACCT”

To run the basic inquiry, with no filters, enter the “PIN” or Payee Account Number in the appropriate field and click on “Run Inquiry”.

To filter the data by a particular subaccount number, enter that subaccount number in the “SubAcct” field on the same line as you entered the “PIN” or “Payee Acct”.  If you want a report on multiple subaccounts you will have to enter the “PIN” or “Payee Acct” and Subaccount on each line used. 

If you want a transactions from a particular date range enter the desired dates in the “from Post Date” and “to Post Date” fields.  The date format is month/day/four digit year.  

Then click on “Run Inquiry”      

## Slide 31

**Notes:**
The unfiltered Payment Data report lists all payment transactions for the life of the PMS account. 

The first column on the left is “T/C” representing Transaction Codes. The most common codes are 927 for standard overnight payments, 916 for same day Fedwire payments and Z27 for cancelled payment requests. 

The second column labeled “Debit’ is the debit date from the Federal Reserve Bank (FRB) indicating the FRB has processed the transaction and the funds will be deposited on the date shown. 

The third column labeled “Posted” is the date the transaction was entered in PMS.  

The fourth column labeled “Amount” is the total Payment Request Amount and should equal the amount requested through the SmartLink payment request process

The fifth column labeled “Date” is the date the payment request  was placed on a payment schedule and sent to the Federal Reserve Bank. The format for this date is year/month/day.  

The sixth column labeled  “Sched” is the schedule number  used by DPM to send the payment transaction to the FRB Richmond.. 

The seventh column labeled “Confirm” is the confirmation number from the payment request process.    

## Slide 32

## Slide 33

**Notes:**
The last query is the Summary Grant Data Query

To run the Summary Grant Data Query the process is the same as for the others: 

Click on “Inquiry” then click on “Adhoc Grantee Inquiry”

That  will bring up the Inquiry Selection screen 

Click on the drop down menu the click on the words “Summary Grant Data” 

Then  click on the “Continue” button. 

## Slide 34

**Notes:**
This will bring up the Summary Grant Data Query Parameter screen. 

The required fields are “PIN” or “Payee ACCT”

To run the basic inquiry, with no filters, enter the PIN or Payee Account Number in the appropriate field and click on “Run Inquiry”

If you want to filter the data report based on  a particular grant number enter that grant number in the field directly under the word “GRANT” on the same line as you entered the PIN or Payee Acct.  If you want a report on multiple grants you will have to enter the PIN or Payee Acct and grant number on each line used.

If you want  to filter grants by Document Status (DS) enter the desired document status code in the field labeled “DS” Common document status codes are “O” for Open, “C” for Closed “P” for pending close out, and “E” for documents where disbursements equal authorized amounts. 

Then click on “Run Inquiry”      

## 2AA5    2AA5P

**Notes:**
The unfiltered Summary Grant Data report lists all grants falling under the PMS account. 

The first column of the report lists the PMS awarding agency code.  The codes are listed on the next slide: 

The second column labeled “GRANT” lists the grant or award number in PMS

The third column labeled “AUTHORIZED” is the total authorized amount for the grant and should match your last Notice of grant award and also the total authorization shown on the Authorization Transactions query. 

The fourth and fifth columns labeled “DISBURSED” and RPT DISB” show the amount of cumulative disbursements reported on the  PSC 272 Federal Cash Transactions Report as of the date shown.  

The sixth column labeled “DS” is the document status code discussed on the previous page.        

## Payment Management/SmartLink System:  Requesting Funds

**Payment Management/SmartLink System:  *****Requesting Funds***

## 1) Click on “Payment” 

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

- 2AA5P

**Notes:**
We will now go through the payment request process. 

To access the payment request function:    
Click on “Payment”
Click on “Request for Payment”

This brings up the Account selection screen.  PMS users can have access to one or more Payee Accounts under their user names.  

On the Account Selection Screen enter your  Payee Account Number in the “Account Number” field.  If you do not remember your Payee Account Number,    click on the “Lookup1” button, then click on the “Find” button to access a list of Payee Account Numbers associated with your user name.   Then click on the Payee Account Number you want to use and click on the “Return” button.   

Click on the “Account” button.

## 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

## Slide 39

**Notes:**
Here is an example. 

## Slide 40

**Notes:**
For accounts with subaccounts the next screen will show the subaccounts available for the account.  

In  most cases a subaccount is linked directly to a grant number.  However, a few agencies group the programs under a single subaccount where the subaccount can be linked to several grant numbers.  

You will have to choose the subaccounts to charge by clicking on the box next to the number 

Then click on the “SubAmount” button. 

## Slide 41

**Notes:**
The SubAmount screen lists the subaccounts selected on the previous screen, the bank account linked to that subaccount, the funds available for the subaccount and an amount requested field.

You must verify that you selected the correct subaccount numbers then enter the amount for each subaccount in the field labeled “SubAcct Amt Requested” 
The total of these amounts must equal the “Payment Request Amount” from the Payment Request  screen.   

All subaccount payments within a single request must go to the same bank account. 

The last step is to click on the “Request Payment” button.  If all fields are completed correctly the transaction will be sent to PMS and go though a series of on-line edits.  

## 2AA5P

## Slide 43

**Notes:**
You should get a message noting that your payment request is “In Process” or your payment request has hit a “Hold File” 

The “In process” message means that the request went through PMS edits with no problems.

The “Holding File” message means that the request has hit a PMS edit and will be reviewed by the DPM Liaison Accountant staff.  The DPM staff must review the request within 2 hours and either release the payment or cancel the request and notify you by phone of the problem.  All payment requests hitting the hold files will be cleared off before close of business that day.    

Common reasons for a request to hit an edit are: late PSC 272 reports, an awarding agency stop payment order, or a reasonableness test  issue.  

The reasonableness test  compares the current request against your drawdown history and PSC 272 disbursements to try to determine if your request fits within some established boundaries. 

If you do not receive a call from the DPM staff, it is safe to assume the funds will be in your bank the next business day.       

## 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

## 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.**

**Notes:**
Grant recipients, with the exception of those who receive Block Grants and those whose agencies chose not to use Disbursement reporting, must complete the PSC 272 Federal Cash Transaction Report.  

The PSC 272 provides grant disbursement data to the awarding agency accounting and grants management systems.  Many agencies use the disbursement data  to record grant expenses for agency financial statements, to monitor program performance, and to match expenses to cash expenditures.  

At DPM we use the PSC 272 as a Cash Management tool to monitor your Quarterly Cash on Hand Balances and to match cash draws against reported expenditures by program or grant number.            

## 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)

## Click on “Electronic 

**Click on “Electronic **
**272 Reporting” **

## Click on “Electronic 

**Click on “Electronic **
**272 Reporting” **

## 1) Enter your Payee Identification 

- 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

## 1) Select the Payee Account 

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

**Notes:**
The next screen is the account selection  screen.  Remember that you logged in with your PIN.  

Within PMS a PIN can have one to many Payee Accounts.  PSC 272 reports are produced at the payee account level,  so some recipients can have an account selection page listing many payee accounts; each with a separate PSC 272 which must be filled out and uploaded. 

To select your payee account to work on the report just click on the account number. 

## 1) Select the PSC 272-A Form

- 1) Select the **PSC 272-A Form**

**Notes:**
Each payee account has PSC 272 pages for its individual report.  We only produce PSC 272 pages which contain data, so if your list does not contain all the pages listed on the example don’t worry about it.  We gave you only the ones you will need to file the report.  

Begin the reporting process by clicking on the words “272-A” to select the PSC 272 - A report  

## Optional: Identify document as 

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

**Update the cumulative**
**total for each document**

**Notes:**
The PSC 272 A lists your Active grants.  Active grants are those which are within their performance period (start and end date) and are not fully disbursed where PSC 272 disbursements equal the award authorization.  

The first column is the line number,  each active grant has a line number

The second column  or Column (A) is labeled “Fed Grant or other ID”  is the grant award number in PMS.  This number should match the grant number on your notice of grant award.

The third column or Column (B) is labeled “Recip A/C or other ID”.  A/C is accounting code.  Recipients can use this field to enter internal accounting codes for each grant which PMS will retain and put on subsequent PSC 272 report.  This can assist grantees in gathering data for their reports and matching PSC 272 information to internal accounting systems. 

The fourth column or Column (C) is labeled “Authorized Amount”.  This is the authorized amount as of the day the report was produced.   

The fifth column or Column (D) is the Federal  share of net disbursements cumulative from the previous period or previous PSC 272 report.  This number should match what you reported on the last PSC 272 filed. 

The sixth column or Column (E) is the Federal  share of net disbursements cumulative through the current reporting period.  This is the only required field grantees must complete on this page.   

## 1) Use the PSC 272-G to 

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

**Notes:**
If  you have grants that are missing from the PSC 272 A, first review the PSC 272-G report.  If the grants are not on the PSC 272 G report, then click on the words “Click Here” to enter grants missing from above and type in the grant information on the lines provided.

To go to the PSC 272-G  first click on the “Refresh/Update Screen Button”  and then click on “Select Form”  at the bottom of the page.  This will take you to the form selection page.  From there click on the words PSC 272-G Inactive Documents Report PSC 272-G Inactive Documents Report contains all of the documents classified as inactive in PMS.  

Inactive documents are those grants for which the performance period has passed by 90 days of for which reported disbursements equal the authorized amount.  

If you need to change the disbursement amount on an inactive document, just click on the document number.  This will send the document to the PSC 272 A report section under the words “Click Here to Enter/Add Documents Missing From Above”.                

## After Clicking on the 

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

**Notes:**
After  updating all of your active and inactive grants,  click on the button  labeled “‘Refresh/update Screen” and then  on the button labeled “Return to Form 272”  

## The document number that 

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

**Notes:**
After  updating all of your active and inactive grants,  click on the button  labeled “‘Refresh/update Screen” and then  on the button labeled “Return to Form 272”  

## 1) To add grants to the 

**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**** **

**Notes:**
After  updating all of your active and inactive grants,  click on the button  labeled “‘Refresh/update Screen” and then  on the button labeled “Return to Form 272”  

## Slide 57

**Notes:**
After  updating all of your active and inactive grants,  click on the button  labeled “‘Refresh/update Screen” and then  on the button labeled “Return to Form 272”  

## Slide 58

**Notes:**
On the PSC 272 page:

Line 1 is the beginning cash on hand.  This amount should equal the cash on hand, end of period amount from your last PSC 272.  

Line 2 is the total receipts or total payments you received during the reporting period.  This amount should equal the total advances listed on the PSC 272 -B Statement of Cash Accountability Report.  

Line 3 is equal to line 1 plus line 2 representing your total cash available for disbursement for program expenses for the reporting period. 

Line 4 is the net disbursement line.  The amount on this line is posted in from the net disbursements calculated on the PSC 272-A. So it will match the last line of the PSC 272 A. 

Line 5 is the Cash on Hand End of Period.  You must subtract line 4 from line 3 and enter the result in line 5.  The system also does the math, but we want you to enter the number to insure you are the one making the entry for your cash on hand amount.  

If you have a positive cash on hand end of period amount, on  Line 6 enter the number of days it will take you to reach zero balance.  

If you need to report excess interest income over the limits established by OMB Circular’s  A-110 or A-102 and you have a payee Account that ends in G, G1 or G2 etc, enter the excess interest amount in Line 7.  If you have a “P” type account do not use this line

Skip Line 8 -  we no longer collect data from that line    

## Slide 59

**Notes:**
After you have made all of your data entries, CHECK YOUR WORK.  

After you have checked your work and are certain the entries are correct on both the PSC 272 A and the PSC 272 click on the button labeled “Click Here to Certify This 272”.   

You will get a warning message.  Read this message and again make sure all entries are correct.  

You must then enter the contact data for the report preparer and the report certifier.  

Then click on  “Upload This Electronic 272”.

When you upload, you transmit the 272 data to DPM for posting to PMS and forwarding on to your awarding agencies accounting and grants management systems.   

## Slide 60

## 1) Print the PSC 272 page 

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

**Notes:**
The final step is to print the PSC 272 page sign it and fax the page to your DPM Account Representative  . 

That completes your reporting process.  

## Slide 62

## Slide 63

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## Slide 67

## General Information: Returning Funds to DPM

_**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:
- The Division of Payment Management  ***(Federal ID # 521396046)***
- 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***

## General Information: No Authorization Posted to Account

- 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***

## 	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)
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

**Phone: (877) 614-5533 **
**Email: **_[PMS Help Desk](mailto:PMSSupport@psc.gov)_** (PMSSupport@psc.gov)**
**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***

## 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. 

- 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***

## Nicole DunningAccount Representative

- Telephone #: (301) 443-0395
- Fax #: (301) 443-2569
- E-mail: nicole.dunning_[@psc.hhs.gov](mailto:Nicole.Dunning@psc.hhs.gov)_
- DPM Home Page: _[www.dpm.psc.gov](http://www.dpm.psc.gov/)_

**Notes:**
Side by side video: add58V.mov

That concludes our training CD.  If you have additional questions, please visit our web page at www.dpm.psc.gov or contact the Help Desk at (877) 614-5533, or E-mail us at info@psc.gov.