Financial management

Financial Management ServiceDivision of Payment ManagementDivision of Payment Management

Payment Management System OverviewPayment Management System Overview

ACF – Mentoring Children of Prisoners

Presenter: Anthony Holland, Sr. November 17, 2009

AgendaAgenda

I. Overview• Organization History • Organization Chart & Services• Grant Payment Business Processy

II. System Access and Account Inquiries

III Smartlink Payment RequestsIII. Smartlink Payment Requests

IV. PSC 272 Federal Cash Transactions Report

V. Remittances

VI. Information Sources

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DPM Organizational Chart

Director, DPMBrian Harris

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 d l l di b i i i h

Governmental & Tribal Payment BranchKassandra Miles, Chief

Federal government; resolves disbursement reporting issues with grant recipients.

Distributes financial transaction data and reportsto awarding agency customers; processes

University and Non-Profit Payment BranchMary Lanham, Chief g g y ; p

payment transaction files to the Federal ReserveBank system and U.S. Treasury; and prepares

financial reports.

Accounting & Reports BranchH l B ld i A i Chi f Evaluates changes and enhancements to PMS;

develops systems related operating procedures andsystem documentation; oversees the resolution of system application problems; and monitorsproduction activity for accuracy. Conducts system analysis,

Hal Baldwin, Acting Chief

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design, and programming tasks; operates the computerized system; communicates with other computer centers; executes system back-up processes.

Division of Financial Operations Systems Accounting Branch (SAB)

Matthew A. Zakielarz , Chief

GrantAwarding agency

reviewsThe cycle

begins Grantapplicationsubmitted

reviews applicationfor approval

Grant data ist itt dA d

begins with you

G Lif C l

transmitted to PMS

PMS updates

Award agencycloses award

(Auth = Disb = Pmts)

Grant Life Cycle PMS updatestheir database

PMS issues

Awarding agencyreviews data for

compliance/ l ti PMS issues

payments toGrantee

PMS transmits

w/ regulations

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Grantee reports disbursement datavia PMS 272 report

data to awarding agency

DIRECT DEPOSIT BANKING FORM

FROM THE DPM WEBSITE: www.dpm.psc.govwww.dpm.psc.gov

1. Click on “Documents & Forms”2. Click on “Standard Form 1199A”3. Print the form and complete

ti 1 d 2sections 1 and 2.4. Bank must fill out section 35. After form is completed, send to

Division of Payment

COMMON ERRORS

yManagement via express mail

COMMON ERRORS:

Corrections in Depositor Account Number and Bank Routing Number

Depositor Account Title not filled in

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p

Depositor Account Title does not match Name of Payee

No signatures

Primary Contact Person FormPerson Form

FROM THE DPM HOME PAGE:

COMMON HOME PAGE:

www.dpm.psc.gov

Choose the

ERRORS SIGHTED:

PIN (i.e. payee identification

hyperlink entitled “Grant Recipient Info” on the left side of the screen

identification number in PMS) not filled in second blank field – Please e-mail or call your of the screen

Click the sub-heading entitled “Forms”

e mail or call your DPM account representative for this information

N i l li d Forms

Click the hyperlink entitled “Primary Contact

No title listed on the fourth blank field

No e-mail listed on the last blank field

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Primary Contact Form”

the last blank field

Connecting to the Payment Management SystemManagement System

Internet Access:DPM homepage: www.dpm.psc.govp g p p g

Off the Shelf Software Compatibility:

Hours of Operation7:00 AM to 6:30 PM EST

Monday – Friday Explorer 6.0 or higher Netscape 4.0 or higher Help Desk Number

877/614-5533

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Payment Management System

System Access

y e ge e Sys e

System Access

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and Account Inquiries

Accessing the Payment Management SystemManagement System

Go to: www.dpm.psc.gov

Click on “Payment Management System” or “SmartLink ”g y

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Accessing the Payment Management Systemge e Sys e

Click on “SmartLink Payment Request” orPayment Request or “Payment ManagementSystem”

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User name: Established by DPM (For training: All upper case -e.g. , STATION 3) Password: set by the users MustPassword: set by the users. Must be at least 9 alpha-numeric characters(e.g., #GRANTEE1)

*For first time users, the initial passwordis 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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Changing a Password in the Payment Management SystemPayment Management System

Click on: My User Info to:1) change password2)

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2) or to update usercontact information.

Changing a Password in the Payment Management System

1) Enter your temporary/old Password

2) E t P dChange


2) Enter a new Password3) Enter your new password again in the Confirm Passwordfield4) Cli k

Change

4) Click on

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Changing a Password in the Payment Management System

1) Enter your new password and li k


click OK

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Changing a Password in the Payment Management SystemPayment Management System

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Accessing the Account Inquiry Information

A th i d t d i f tiAccount Balance Data - Authorized grant award information, payments made and funds available

Authorization Transactions -

P D

Award amount, budget period and date posted in PMS

Payment Data - Payment history (payments deposited and rejected)

Summary Grant Data - Grant expenditures reported on the most recent PSC272 report

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

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2AA5P

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2AA5P 2AA5

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21


2AA5P

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2AA5P2AA5

2AA5P2AA5 2AA5P2AA5

2AA5P2AA5

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24


2AA5G

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PIN: 2AA5 ACC: 2AA5GPIN: 2AA5 ACC: 2AA5G

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PIN: 2AA5 ACC: 2AA5G


2AA5P

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2AA5 2AA5P

Information

2AA5 2AA5P

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Accessing the Account Inquiry InformationInformation

2AA5 2AA5P

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2AA5P

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2AA5 2AA5P

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Payment RequestsPayment RequestsPayment requests may be made as often as needed:made as often as needed:

DailyyWeeklyMonthlyy

Bi-monthly

Remember: Funds mustbe spent within three

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business days!

Making a Payment Request:“P” Account (Sub Accounts)P Account (Sub-Accounts)

2AA5P

1) Click on “Payment”1) Click on Payment 2) Click on “Request for Payment” 3) Enter your Account Number5) Click on “Account”

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Making a Payment Request:“P” Account (Sub Accounts)

1. Enter DUNS2 UPDATE Requestor Information or

P Account (Sub-Accounts)

2. UPDATE Requestor Information or Click the Check Box If No Changes Are Required

3. Enter Payment Due Date4. Enter Expected Disbursement Amount5. Enter Cash on Hand5. Enter Cash on Hand6. Enter Payment Request Amount7. Click on “Continue”

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2AA5P123456789

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2AA5P123456789

SUBACCOUNT1 SUBACCOUNT2

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2AA5P123456789

SUBACCOUNT1SUBACCOUNT2

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2AA5P

SUBACCOUNT1SUBACCOUNT2

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Making a Payment Request:“G” Account (Cash Pooled)G Account (Cash Pooled)

2AA5G2AA5G

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2AA5G

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2AA5G

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2AA5G

2AA5G

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2AA5G

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Reasons a Payment Can Be Denied:

Awarding agency has the authority to restrict grant

- Agency Restrictiony g

funding and payment requests

Excessive payment requests- Reasonableness

Excessive payment requests may be rejected due to large payments in budget period

- Cash on Hand/3 day ruleFunding requests will be denied if there is excessive cash on hand

- Late PSC 272If the electronic PSC272 quarterly report is not filed before the due date,

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before the due date, temporary suspension of funding privileges will occur

The PSC 272 Report

Quarterly Electronic Reporting Process

• FEDERAL GRANT AWARDING AGENCIES COMPARE THE

Quarterly Electronic Reporting Process

PSC272 REPORT TO RECIPIENT SF 269 FINANCIAL STATUS REPORT

• GRANT DE-OBLIGATIONS BASED ON PSC272• GRANT DE-OBLIGATIONS BASED ON PSC272REPORT

• PSC272 REPORT IS A CASH MANAGEMENT TOOL FORTHE FEDERAL GOVERNMENT AND THE GRANTEE.

• DATA SOURCE FOR AUDIT PURPOSES

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• DATA SOURCE FOR THE MEASUREMENT OF FEDERAL GRANT PERFORMANCE

Completing the PSC 272 Report

Access the DPM Home Pagewww dpm psc gov and thenwww.dpm.psc.gov and then

click on Electronic 272

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Click on “Electronic 272 Reporting”p gSystem”

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Completing the PSC 272 Report1) Enter your Payee Identification Number (PIN)2) Enter your PSC 272 Password2) Enter your PSC 272 Password

C1234

• Internet Access• Over 12,000 reports for

active accounts processed for each quarter

• 91 8% Return Rate• 91.8% Return Rate

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Completing the PSC 272 Report1) Select the Payee Account Number in order to update disbursementsdisbursements

C1234G1

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1) Select the PSC 272-A Form

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Optional: Identify document as it appears in your accounting

Update the cumulativetotal for each document

system in column Btotal for each document In column E

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400,000.006796.39

75,000.0098,974.00

580770 39

1) After updating all grants

580770.39

Click on

2) Click on

Refresh/Update Screen

Return to Form 272

106,267.19

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106,267.19


1) Line 4 equals net disbursements from the PSC 272-A) q2) Enter ‘Cash on Hand End of Period’ on Line 53) G and G1 account can report excess interest income on Line 74)

Click Here to Certify this Electronic 272

G TYPE

-276,085.03276,085.03

0.00106,267.19

-106,267.19

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1) Read the warning and check your numbers. 2) S ll d d fill i h “C ifi d B ” d “P d B ” i f i2) Scroll down and fill in the “Certified By” and “Prepared By” information3) Click on Upload this Electronic 272

-276,085.03276,085.03

0.00106,267.19

-106,267.19

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0.00106,267.19,

-106,267.190.000.00

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Completing the PSC 272 Report1) Print the PSC 272 page 2) Fax the page to your DPM Account RepresentativeRepresentative

G TYPE

-276,085.03276,085.03

0.00106,267.19

-106,267.19

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1) Use the PSC 272-G to review inactivegrants2) Click on the grant number if you need to

change the disbursement amount

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After clicking on the grant number, scroll to the

BOTTOM of the 272-A Pageto update your disbursements

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1) To add grants to the report that are not on the PSC 272 A PSC 272 GPSC 272-A or PSC 272-G click on “Click Here”2) Enter the grant info on the lines provided

400,000.006796.39

75,000.0098,974.00

580770 39p

580770.39

253,882.00834,652.39

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164,571.06

Other Worksheets:PSC 272 ReportPSC 272 Report

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Other Worksheets:PSC 272 Report

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PSC 272 Report

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Other Worksheets:PSC 272 Report

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PSC 272 Report

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RemittancesRemittances

• Remittance Express (ACH) - Next DayRemittance Express (ACH) Next Day Credit

• Fedwire - Same Day Credit

Online Instructions from the

• Fedwire - Same Day Credit

Online Instructions from the DPM Home Page: www.dpm.psc.gov

Click on “Grant Recipient Info” Click on “Procedures” Click on “returning funds

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g


US DEPT OF HEALTH & HUMAN SERVICES

PMS ACCOUNT # OR GRANT #

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• Check via Mail:

Division of Payment ManagementDepartment of Health and Human ServicesPO Box 6021P.O. Box 6021Rockville, MD 20852

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?? QUESTIONS ???? QUESTIONS ??

For more information, please consult theDPM Home Page: www.dpm.psc.gov

under the subheading ‘Grant Recipient Info”

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Financial management

Education

Transcript of Financial management