F inancial M anagement S ervice D ivision of P ayment M anagement

1. Financial Management ServiceDivision of Payment Management Overview of the Payment Management System (PMS) and Federal Financial Report (FFR) Federal Cash Transaction Report (FCTR) Updated: June 19, 2012

2. Welcome to the Department of Health and Human Services Payment Management System (PMS). This PowerPoint presentation is to introduce our office, the Division of Payment Management (DPM), to you. DPM is the division within the Program Support Center of the Department of Health and Human Services (HHS) responsible for the Payment Management System (PMS) and for ensuring proper cash management of Federal grant monies. The PMS is an automated system electronically accessible by recipients for funding and reporting purposes. This PowerPoint presentation also provides you guidelines on how you may withdraw funds from your grants through the PMS and how to process required reporting electronically.

3. Division of Payment Management General Information System Access and Account Inquiries Grantee Access Features Federal Cash Transaction Report (FCTR) Agenda Items

4. Division of Payment Management General Information

5. Organization Establishment • All organizations must submit the following forms in order to get established in PMS; regardless if they already have a PMS Account Number with a different Federal Agency. • Direct Deposit Sign-Up Form (SF-1199A) • DPM PMS System Access Form • All “original” documentations should be forwarded to For HHS Grants: U. S. Department of Health & Human Services PSC/FMS/Division of Payment Management 7700 Wisconsin Avenue – Suite 10104 Bethesda, Maryland 20857 For Non-HHS Grants: Your Awarding Agency • Faxed, Scanned, E-Mailed, Xeroxed copies will not be accepted.

6. Agency Specific Information Agency specific information can be found directly on the web page Agency specific information can be found under the section “Grant Recipient Info”

7. Completing the SF-1199A FROM THE DPM WEBSITE: • Go to “www.dpm.psc.gov” • Click on “Grant Recipient Info” • Click on “Forms” • Click on “Grantee Banking Information – SF-1199A TO ENSURE ACCURACY WHEN COMPLETING DIRECT DEPOSIT FORM: • Box 1A: Name must match organization name on notice of grant award • Box 1B: Leave Blank [Note: SF1199A form will be rejected if individual’s name appears] • Box 1C: Organization’s taxpayer identification number must be included in this field {Do Not Write In Information if missing, only the grantee is allowed} • Original signatures must exist on form COMMON ERRORS • Corrections in Depositor Account Number and Bank Routing Number • Alternations that appear on original form are not acceptable (i.e. white out, strike-overs, cross-outs, etc.) • Depositor Account Title not filled in • Depositor Account Title does not match Name of Payee • No signatures

8. 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 Dept of ___________ ABC Corporation, Inc or Grant Award # N/A Type/Print 9-Digit Tax ID # ABC Corporation Representative 0-0-00 Awarding Agency Address Awarding Agency Information & Contact Person 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 8

9. Updating Banking Info If your organization ever has a change in banking information, address change, etc., you must complete a new Direct Deposit Sign-Up Form (SF 1199A). The form can be obtained from your Financial Institution or from the Division of Payment Management Web Page (www.dpm.psc.gov) under the section Grant Recipient Info and then select forms. Direct Link to SF-1199A - http://www.fms.treas.gov/eft/1199a.pdf Once all sections have been completed, please mail the form to: Regular Mailing Address: U.S. Department of Health and Human Services Division of Payment Management Attn: Your DPM AccountantPost Office Box 6021Rockville, MD 20852 Overnight Mailing Address: U.S. Department of Health and Human ServicesDivision of Payment Management Attn: Your DPM Accountant7700 Wisconsin Avenue, Suite 10104Bethesda, MD 20814 Please include a cover letter stating your Payee Account Number (PAN) and the reason for the new form (bank change, address)  Note: You only need to submit one (1) SF-1199A if you have multiple PMS Accounts. Please make sure your memo include all PMS Account Numbers affected by the change.

10. DPM PMS Access Form(For organizations not utilizing the FSR) New PMS Users will not have a PMS Account Number Existing PMS Users: the new PMS Account Number will be added to your existing profile A form should be submitted for each individual PMS User List all the PMS account numbers to gain access -- New Grantees: Enter Tax ID Number This is the information of the individual that needs access to the Payment Management System Check one in each category (if applicable) Must have signature in order for form to be valid

11. DPM PMS Access Form(For IRS/VITA, EOP, USDA/OAO and State Dept Grantees Only) • New PMS Users will not have a PMS Account Number • Existing PMS Users: the new PMS Account Number will be added to your existing profile • A form should be submitted for each individual PMS User • List all the PMS account numbers to gain access • New Grantees: Enter Tax ID Number • This is the information of the individual that needs access to the Payment Management System • Check one in each category (if applicable) • Must have signature in order for form to be valid

12. FFR Privileges Defined Preparer: The person that enters the disbursements on the FFR 425 Federal Cash Transaction Report and/or the Financial Status Report Certifier:The person that will provide the electronic signature on the FFR 425 Federal Cash Transaction Report and/or the Financial Status Report. This person should be someone that is authorized to sign financial documents for your organization. Preparer/Certifier:This person has privileges to prepare and certify the FFR 425 Federal Cash Transaction Report and/or the Financial Status Report.

13. Connecting to the Payment Management System Internet Access Division of Payment Management Home Page www.dpm.psc.gov Hours of Operation Monday through Friday: 5:00 a.m. until 11:00 p.m. EST* Saturday and Sunday: 9:00 a.m. until 9:00 p.m. EST* *Requests for payment submitted after 5:00 p.m. EST will be processed as if received on the next business day. Help Desk Number Telephone #: 877/614-5533 E-Mail: PMSSupport@psc.gov

14. Account Inquiries & Requesting Payments

15. Accessing Payment Management System Go to: www.dpm.psc.gov Click on “Payment Management System Logon Link” Review messages on this page

16. Click on “Payment Management System” Please click here if you need a Password Reset

17. User name: Established by DPM (case sensitive) Password: set by the users. Must be at least 8 alpha-numeric characters (e.g., #Grantee1) *For first time users, the initial password is provided by DPM. PMSUSER

18. You must change your temporary password once you access the system. Please be aware of the # of days before your password expires

19. Grantee On-Line Inquiries Use this process for creating, running, and storing Grantee Inquiries in the Payment Management System • Account Balance Data Authorized grant award information, payments made and funds available • Authorization Transactions Award amount, budget period and date posted in PMS • Payment Data Payment History including payments deposited and rejected • Summary Grant Data Grant expenditures reported on the most recent FFR 425 Federal Cash Transaction Report (FCTR)

20. 1) Click on “Inquiry” 2) Click on “Adhoc Grantee Inquiry” 3) Select Inquiry Type from the dropdown menu 5) Click on “Continue”

21. Account Balance Data Entering an Inquiry Name is not necessary. Only use if you wish to save your query for a later date. • Enter the assigned PMS “Payee Account Number (PAN)” Note: You may also enter the PMS sub-account number, if desired. • Click the “Run Inquiry” Button

22. Account Balance Data – Result Screen Authorized grant award information, payments made and funds available

23. Authorization Transactions Entering an Inquiry Name is not necessary. Only use if you wish to save your query for a later date. • Enter the assigned PMS “Payee Account Number (PAN)” Note: You may also enter the PMS sub-account number, if desired. • Click the “Run Inquiry” Button

24. Authorization Transaction – Result Screen Award amount, budget period and date posted in PMS

25. Payment Data Entering an Inquiry Name is not necessary. Only use if you wish to save your query for a later date. • Enter the assigned PMS “Payee Account Number (PAN)” Note: You may also enter the PMS sub-account number, if desired. • Click the “Run Inquiry” Button

26. Payment Data – Result Screen Payment History including payments deposited and rejected T/C (Transaction Codes) 908 = Return of Funds 911 = Return of Interest 916 = Fed Wire “Same” Day Payments 927 = ACH “Next” Day Payments Z27 = Payment was rejected PNT = Banking Updated

27. Summary Grant Data Entering an Inquiry Name is not necessary. Only use if you wish to save your query for a later date. • Enter the assigned PMS “Payee Account Number (PAN)” Note: You may also enter the PMS sub-account number, if desired. • Click the “Run Inquiry” Button DS (Document Status) C = Closed O = Opened A = Active Grants I = Inactive Grants

28. Summary Grant Data – Result Screen Grant expenditures reported on the most recent FFR 425 Federal Cash Transaction Report (FCTR) Grant Award Amount Authorized Date Disbursements were last reported Awarding Agency Identifier PMS Grant Award # Amount Reported on the FCTR

29. Payment requests may be made as often as needed: Daily  Weekly  Monthly  Bi-monthly Funds must be spent within three business days! In accordance with Department of Treasury regulations, federal cash MUST BE DRAWN SOLELY TO ACCOMMODATE YOUR IMMEDIATE NEEDS ON AN “AS NEEDED” BASIS ONLY, and must not be held in excess of three (3) working days. The Department of Treasury issued regulations governing the flow of federal cash to recipient organizations. These regulations are intended to ensure that federal cash is disbursed from U.S. Treasury coffers only when the recipient needs cash for payment purposes. The regulations minimize the negative impact of federal cash withdrawals on the public debt and related financing costs to the Federal Government. At no time, therefore, should cash be requested to cover unliquidated encumbrances, obligations, or accrued expenditures until actual program disbursements are anticipated. {Reference Circular 1075 & 1084} With certain exceptions as outlines in Section 22 (k) and (1) of OMB Circular A-110, Federal funds are required to be maintained in interest bearing bank accounts. Interest earned is to be remitted to DPM annually. Interest up to $250 may be retained to cover administrative expenses.

30. Requesting Funds 1) Click on “Payment” 2) Click on “Request for Payment” 3) Enter your Account Number 5) Click on “Account”

31. Requesting Funds on a Cash Pooling Account{Non-Subaccounts = G} Enter PMS Account Number Click on Account

32. Enter or Verify Name, Telephone # & E-Mail Address Enter Payment Due Date * Enter Payment Information + Click on Continue *Payment Due Date always the next business date; unless otherwise stated in your initial welcome letter. + Expected Disbursement means the amount needed to pay invoices, etc. Cash On Hand means the amount remaining from a previous payment request Payment Request Amount means the amount you are expected to receive in your bank account.

33. Review Information on screen • Click Request for Payment If you need a copy of the screen, please print before you click on the Request for Payment button. You will not be able to go back to a previous screen.

34. Grantee Funds Request Confirmation Screen • Review Information on screen • Click Done If you need a copy of the screen, please print before you click on the Request for Payment button. You will not be able to go back to a previous screen.

35. Grantee Confirmation Transaction Screen Your payment request has now been submitted via the Payment Management System

36. Requesting Funds on a Non-Cash Pooling Account {Sub-Accounts = B & P} Enter PMS Account Number Click on Account

37. Enter or Verify Name, Telephone # & E-Mail Address Enter Payment Due Date * Enter Payment Information + Click on Continue *Payment Due Date always the next business date; unless otherwise stated in your initial welcome letter. + Expected Disbursement means the amount needed to pay invoices, etc. Cash On Hand means the amount remaining from a previous payment request Payment Request Amount means the amount you are expected to receive in your bank account.

38. Select the PMS Sub-account you wish to request funds from. You may click on one, two, etc. Click on Sub-Amount

39. For each sub-account, enter the amount you are requesting Click on Request Payment

40. Review Information on screen • Click Done If you need a copy of the screen, please print before you click on the Request for Payment button. You will not be able to go back to a previous screen.

41. Your payment request has now been submitted via the Payment Management System

42. Types of Payment Requests Advanced Requests Combination Requests Reimbursable Requests

43. Agency Restriction Awarding agency has the authority to restrict grant funding and payment requests Reasonableness Excessive payment requests may be rejected due to large payments in budget period Late Federal Financial Report (FFR) If the Federal (FCTR) and/or the Financial Status Report (FSR) is not filed before the due date, temporary suspension of funding privileges will occur Excess Cash on Hand - 3 day rule (FCTR) Funding requests will be denied if there is excessive cash on hand (FCTR) Agency Approval & Confirmation Requesting Funds: Reason for Denied Payments / Manual Review Flags

44. Federal Cash Transaction Report (Formerly PSC 272 Electronic Report) How Grantees Report Disbursements

45. Overview of the Federal Financial Report • The Federal Financial Report (FFR) consists of both the Federal Cash Transaction Report (FCTR) and the Financial Status Report (FSR)**. • The FFR Federal Cash Transaction Report must be filed within 30 daysat the end of each of the following quarter end dates: • December 31 (1st Quarter of fiscal year) • March 31 (2nd Quarter of fiscal year) • June 30 (3rd Quarter of fiscal year) • September 30 (4th Quarter of fiscal year) • Adjustments to cumulative disbursements may be saved (to be completed at a later time BEFORE the deadline date) or certified . **Only the following Federal Agencies are utilizing the FSR via the Payment Management System (IRS/VITA, Executive Office of the President, USDA/OAO, and Department of State). If you do not have grants with one of the above agencies, please contact your grants officer regarding the submission of the FSR-269.

46. Completing the FFR Federal Cash Transaction Report (FCTR) (Portion which replaces the PSC-272) After logging in to the Payment Management System with a PMS User ID and password: Click the PMS menu heading entitled: “Disbursement” Click the sub-heading entitled: “FFR Cash Transaction Report” Enter your PMS Account Number Click Continue

47. Current Quarters Report To see just the current quarters report, enter your PMS Account Number. Leave the Reporting Period as “Current”. Leave everything else as is. Click Continue

48. All Reports To see all quarterly reports generated for this PMS Account, enter your PMS Account Number. Select the Reporting Period “ALL”. Leave everything else as is. Click Continue

49. Completing the FFR Federal Cash Transaction Report (FCTR) Under the Action column, from the drop down I want to...menu select your desired action Prepare/Certify Preparer Certifier Note: System will display desired selection information

50. Completing the FFR Federal Cash Transaction Report (FCTR) (Entering Information) PMS will automatically populate Agency, Grantee Information, DUNS, EIN as stated in the database. Box 6, Box 7, & Box 9 are defaulted automatically by the system. To report disbursements on the grant, click on the “Report Disbursements” button at the top of the page. The Report Disbursement page must be completed first.