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Financial Management Service   Division of Payment Management   Payment Management System Overview    ACF – Mentoring Chil...
AgendaI.     Overview       • Organization History       • Organization Chart & Services       • Grant Payment Business Pr...
DPM Organizational Chart             Director, DPM              Brian Harris                                              ...
The cycle                         Awarding agency   begins             Grant             reviews  with you          applic...
DIRECT DEPOSIT BANKING FORMFROM THE DPM WEBSITE:   www.dpm.psc.gov1. Click on “Documents & Forms”2. Click on “Standard For...
Primary Contact                Person FormFROM THE DPM                    COMMONHOME PAGE:                      ERRORS    ...
Connecting to the Payment  Management System           Internet Access:    DPM homepage: www.dpm.psc.gov             p g  ...
Payment Management System  y e       ge e Sys e         System Access      and Account Inquiries                          ...
Accessing the Payment Management System                          Go to: www.dpm.psc.gov                                Cli...
Accessing the Payment Management System      ge e Sys e                        Click on “SmartLink                        ...
Accessing the Payment                 Management SystemUser name: Established by DPM(For training: All upper case -e.g. , ...
Accessing the Payment                 Management SystemReview for new messages; then click on    Click Here for Access to ...
Changing a Password in thePayment Management System      Click on: My User Info to:      1) change password      2) or to ...
Changing a Password in the  Payment Management System1) Enter your temporary/old         Password2) Enter a new P   E t   ...
Changing a Password in the Payment Management System1) Enter your new password andclick li k    OK                        ...
Changing a Password in thePayment Management System                             16
Accessing the Account InquiryInformation                                   Authorized                                   A ...
Accessing the Account InquiryInformation                                Click on: the “?” For                             ...
Accessing the Account InquiryInformation                       2AA5P                                19
Accessing the Account InquiryInformation           2AA5P 2AA5                                20
Accessing the Account InquiryInformation                                21
Accessing the Account InquiryInformation           2AA5P                                22
Accessing the Account InquiryInformation         2AA5   2AA5P         2AA5   2AA5P         2AA5   2AA5P                   ...
Accessing the Account InquiryInformation                                24
Accessing the Account InquiryInformation             2AA5G                                25
Accessing the Account InquiryInformation          PIN: 2AA5 ACC: 2AA5G        PIN: 2AA5 ACC: 2AA5G                        ...
Accessing the Account InquiryInformation             2AA5P                                27
Accessing the Account InquiryInformation          2AA5   2AA5P                                28
Accessing the Account InquiryInformation          2AA5   2AA5P                                29
Accessing the Account InquiryInformation                                30
Accessing the Account InquiryInformation                2AA5P                                31
Accessing the Account InquiryInformation         2AA5 2AA5P                                32
Payment Requests           Payment requests may be           made as often as needed:                      Daily          ...
Making a Payment Request:“P” Account (Sub Accounts) P          (Sub-Accounts)                      2AA5P            1) Cli...
Making a Payment Request:     “P” Account (Sub Accounts)      P          (Sub-Accounts)1.   Enter DUNS2.2    UPDATE Reques...
Making a Payment Request:“P” Account (Sub Accounts) P          (Sub-Accounts)              2AA5P              123456789   ...
Making a Payment Request:“P” Account (Sub Accounts) P          (Sub-Accounts)                          2AA5P              ...
Making a Payment Request:“P” Account (Sub Accounts) P          (Sub-Accounts)                   2AA5P                   12...
Making a Payment Request:“P” Account (Sub Accounts) P          (Sub-Accounts)                2AA5P  SUBACCOUNT1  SUBACCOUN...
Making a Payment Request:“P” Account (Sub Accounts) P          (Sub-Accounts)                             40
Making a Payment Request:“G” Account (Cash Pooled) G               2AA5G                            41
Making a Payment Request:“G” Account (Cash Pooled) G                2AA5G                            42
Making a Payment Request:“G” Account (Cash Pooled) G                2AA5G                            43
Making a Payment Request:“G” Account (Cash Pooled) G                    2AA5G            2AA5G                            44
Making a Payment Request:“G” Account (Cash Pooled) G          2AA5G                            45
Reasons a Payment Can Be Denied:                              Awarding agency has the                              authori...
The PSC 272 Report Quarterly Electronic Reporting Process• FEDERAL GRANT AWARDING AGENCIES COMPARE THEPSC272 REPORT TO REC...
Completing the PSC 272 Report                                Access the DPM Home Page                                 www....
Completing the PSC 272 Report                                Click on “Electronic                                272 Repor...
Completing the PSC 272 Report                                1) Enter your Payee Identification                           ...
Completing the PSC 272 Report1) Select the Payee AccountNumber in order to updatedisbursements               C1234G1      ...
Completing the PSC 272 Report1) Select the PSC 272-A Form                                      52
Completing the PSC 272 ReportOptional: Identify document as   Update the cumulativeit appears in your accounting    total ...
Completing the PSC 272 Report                                      400,000.00                                        6796....
Completing the PSC 272 Report  1) Line 4 equals net disbursements from the PSC 272-A   )         q  2) Enter ‘Cash on Hand...
Completing the PSC 272 Report1) Read the warning and check your numbers.2) Scroll down and fill in the “Certified By” and ...
Completing the PSC 272 Report                                       0.00                                    ,             ...
Completing the PSC 272 Report         1) Print the PSC 272 page         2) Fax the page to your DPM Account         Repres...
Completing the PSC 272 Report 1) Use the PSC 272-G to review inactive grants 2) Click on the grant number if you need to  ...
Completing the PSC 272 Report    After clicking on the grant number, scroll to the BOTTOM of the 272-A Pageto update your ...
Completing the PSC 272 Report1) To add grants to thereport that are not on thePSC 272 A or PSC 272 G      272-A         27...
Other Worksheets: PSC 272 Report                    62
Other Worksheets: PSC 272 Report                    63
Other Worksheets: PSC 272 Report                    64
Other Worksheets:             PSC 272 Report[Continued from from previous page by scrolling down with the arrow or scroll ...
Other Worksheets:             PSC 272 Report[Continued from from previous page by scrolling down with the arrow or scroll ...
Remittances • Remittance Express (ACH) - Next Day   Credit • Fedwire - Same Day Credit        Online Instructions from the...
Remittances      US DEPT OF HEALTH & HUMAN SERVICES    PMS ACCOUNT # OR GRANT #                                           68
Remittances•   Check via Mail:             Division of Payment Management             Department of Health and Human Servi...
?? QUESTIONS ??     For more information, please consult the      DPM Home Page: www.dpm.psc.gov   under the subheading ‘G...
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Financial management

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Transcript of "Financial management"

  1. 1. Financial Management Service Division of Payment Management Payment Management System Overview ACF – Mentoring Children of PrisonersPresenter: Anthony Holland, Sr. November 17, 2009
  2. 2. AgendaI. Overview • Organization History • Organization Chart & Services • Grant Payment Business Process yII. System Access and Account InquiriesIII.III Smartlink Payment RequestsIV. PSC 272 Federal Cash Transactions ReportV. RemittancesVI. Information Sources 2
  3. 3. DPM Organizational Chart Director, DPM Brian Harris Handles account set-up and system user establishment in PMS; processes payments and performs cash management for grant Governmental & Tribal Payment Branch Kassandra Miles, Chief recipients; facilitates debt collection for all grant funds paid through PMS; collection point for all grant-related interest throughout the Federal government; resolves di b d l l disbursement reporting issues with grant i i ih recipients. University and Non-Profit Payment Branch Distributes financial transaction data and reports Mary Lanham, Chief to awarding agency customers; processes g g y ;p payment transaction files to the Federal Reserve Bank system and U.S. Treasury; and prepares financial reports. Accounting & Reports Branch Hal B ld i A i Chi f H l Baldwin, Acting Chief 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, Division of Financial Operations design, and programming tasks; operates the computerized Systems Accounting Branch (SAB) system; communicates with other computer centers; executes Matthew A. Zakielarz , Chief system back-up processes. 3
  4. 4. The cycle Awarding agency begins Grant reviews with you application application submitted for approval Grant data is Award agency A d transmitted t itt d closes award to PMS(Auth = Disb = Pmts) PMS updates Awarding agency Grant Life Cycle G Lif C l their database reviews data for compliance w/ regulations / l ti PMS issues payments to Grantee PMS transmits data to Grantee reports awarding disbursement data agency via PMS 272 report 4
  5. 5. DIRECT DEPOSIT BANKING FORMFROM THE DPM WEBSITE: www.dpm.psc.gov1. Click on “Documents & Forms”2. Click on “Standard Form 1199A”3. Print the form and complete sections 1 and 2. ti d24. Bank must fill out section 35. After form is completed, send to Division of Payment y Management via express mailCOMMON ERRORS ERRORS:Corrections in Depositor Account Numberand Bank Routing NumberDepositor Account Title not filled in pDepositor Account Title does not matchName of PayeeNo signatures 5
  6. 6. Primary Contact Person FormFROM THE DPM COMMONHOME PAGE: ERRORS SIGHTED:www.dpm.psc.gov  PIN (i.e. payeeChoose the identificationhyperlink entitled number in PMS) not“Grant Recipient filled in secondInfo” on the left side blank field – Pleaseof the screen e mail e-mail or call your DPM accountClickthe sub- representative forheading entitled this information“Forms” Forms  No i l listed N title li d onClick the the fourth blank fieldhyperlink entitled  No e-mail listed on“Primary Contact Primary the last blank fieldForm” 6
  7. 7. Connecting to the Payment Management System Internet Access: DPM homepage: www.dpm.psc.gov p g p p g Hours of OperationOff the Shelf 7:00 AM to 6:30 PM ESTSoftware Compatibility: Monday – Friday Explorer 6.0 or higher Help Desk Number Netscape 4.0 or higher 877/614-5533 7
  8. 8. Payment Management System y e ge e Sys e System Access and Account Inquiries 8
  9. 9. Accessing the Payment Management System Go to: www.dpm.psc.gov Click on “Payment Management System” or “SmartLink ” g y 9
  10. 10. Accessing the Payment Management System ge e Sys e Click on “SmartLink Payment Request or Request” “Payment Management System” 10
  11. 11. Accessing the Payment Management SystemUser name: Established by DPM(For training: All upper case -e.g. , STATION 3)Password: set by the users Must users.be at least 9 alpha-numeric characters *For first time users, (e.g., #GRANTEE1) the initial password is provided by DPM. 11
  12. 12. Accessing the Payment Management SystemReview for new messages; then click on Click Here for Access to the Payment Management System 12
  13. 13. Changing a Password in thePayment Management System Click on: My User Info to: 1) change password 2) or to update user contact information. 13
  14. 14. Changing a Password in the Payment Management System1) Enter your temporary/old Password2) Enter a new P E t Change Passwordd3) Enter your new passwordagain in the Confirm Passwordfield4) Cli k on Click 14
  15. 15. Changing a Password in the Payment Management System1) Enter your new password andclick li k OK 15
  16. 16. Changing a Password in thePayment Management System 16
  17. 17. Accessing the Account InquiryInformation Authorized A th i d grant award i f t d information, ti Account Balance Data - payments made and funds available Authorization Transactions - Award amount, budget period and date posted in PMS Payment Data - P D Payment history (payments deposited and rejected) Grant expenditures reported on the Summary Grant Data - most recent PSC272 report 17
  18. 18. Accessing the Account InquiryInformation Click on: the “?” For definitions of common PMS inquiries 18
  19. 19. Accessing the Account InquiryInformation 2AA5P 19
  20. 20. Accessing the Account InquiryInformation 2AA5P 2AA5 20
  21. 21. Accessing the Account InquiryInformation 21
  22. 22. Accessing the Account InquiryInformation 2AA5P 22
  23. 23. Accessing the Account InquiryInformation 2AA5 2AA5P 2AA5 2AA5P 2AA5 2AA5P 23
  24. 24. Accessing the Account InquiryInformation 24
  25. 25. Accessing the Account InquiryInformation 2AA5G 25
  26. 26. Accessing the Account InquiryInformation PIN: 2AA5 ACC: 2AA5G PIN: 2AA5 ACC: 2AA5G 26
  27. 27. Accessing the Account InquiryInformation 2AA5P 27
  28. 28. Accessing the Account InquiryInformation 2AA5 2AA5P 28
  29. 29. Accessing the Account InquiryInformation 2AA5 2AA5P 29
  30. 30. Accessing the Account InquiryInformation 30
  31. 31. Accessing the Account InquiryInformation 2AA5P 31
  32. 32. Accessing the Account InquiryInformation 2AA5 2AA5P 32
  33. 33. Payment Requests Payment requests may be made as often as needed: Daily y Weekly Monthly y Bi-monthly Remember: Funds must be spent within three business days! 33
  34. 34. Making a Payment Request:“P” Account (Sub Accounts) P (Sub-Accounts) 2AA5P 1) Click on “Payment” Payment 2) Click on “Request for Payment” 3) Enter your Account Number 5) Click on “Account” 34
  35. 35. Making a Payment Request: “P” Account (Sub Accounts) P (Sub-Accounts)1. Enter DUNS2.2 UPDATE Requestor Information or Click the Check Box If No Changes Are Required3. Enter Payment Due Date4. Enter Expected Disbursement Amount5. Enter Cash on Hand6. Enter Payment Request Amount7. Click on “Continue” 35
  36. 36. Making a Payment Request:“P” Account (Sub Accounts) P (Sub-Accounts) 2AA5P 123456789 36
  37. 37. Making a Payment Request:“P” Account (Sub Accounts) P (Sub-Accounts) 2AA5P 123456789 SUBACCOUNT1 SUBACCOUNT2 37
  38. 38. Making a Payment Request:“P” Account (Sub Accounts) P (Sub-Accounts) 2AA5P 123456789 SUBACCOUNT1 SUBACCOUNT2 38
  39. 39. Making a Payment Request:“P” Account (Sub Accounts) P (Sub-Accounts) 2AA5P SUBACCOUNT1 SUBACCOUNT2 39
  40. 40. Making a Payment Request:“P” Account (Sub Accounts) P (Sub-Accounts) 40
  41. 41. Making a Payment Request:“G” Account (Cash Pooled) G 2AA5G 41
  42. 42. Making a Payment Request:“G” Account (Cash Pooled) G 2AA5G 42
  43. 43. Making a Payment Request:“G” Account (Cash Pooled) G 2AA5G 43
  44. 44. Making a Payment Request:“G” Account (Cash Pooled) G 2AA5G 2AA5G 44
  45. 45. Making a Payment Request:“G” Account (Cash Pooled) G 2AA5G 45
  46. 46. Reasons a Payment Can Be Denied: Awarding agency has the authority to restrict grant y g - Agency Restriction funding and payment requests Excessive payment requests - Reasonableness may be rejected due to large payments in budget period Funding requests will be - Cash on Hand/3 day rule denied if there is excessive cash on hand If the electronic PSC272 - Late PSC 272 quarterly report is not filed before the due date, temporary suspension of funding privileges will occur 46
  47. 47. The PSC 272 Report Quarterly Electronic Reporting Process• FEDERAL GRANT AWARDING AGENCIES COMPARE THEPSC272 REPORT TO RECIPIENT SF 269 FINANCIAL STATUSREPORT• GRANT DE-OBLIGATIONS BASED ON PSC272 REPORT• PSC272 REPORT IS A CASH MANAGEMENT TOOL FOR THE FEDERAL GOVERNMENT AND THE GRANTEE.• DATA SOURCE FOR AUDIT PURPOSES• DATA SOURCE FOR THE MEASUREMENT OF FEDERAL GRANT PERFORMANCE 47
  48. 48. Completing the PSC 272 Report Access the DPM Home Page www.dpm.psc.gov www dpm psc gov and then click on Electronic 272 48
  49. 49. Completing the PSC 272 Report Click on “Electronic 272 Reporting” p g System” 49
  50. 50. Completing the PSC 272 Report 1) Enter your Payee Identification Number (PIN) 2) Enter your PSC 272 Password C1234• Internet Access• Over 12,000 reports for active accounts processed for each quarter• 91.8% 91 8% Return Rate 50
  51. 51. Completing the PSC 272 Report1) Select the Payee AccountNumber in order to updatedisbursements C1234G1 51
  52. 52. Completing the PSC 272 Report1) Select the PSC 272-A Form 52
  53. 53. Completing the PSC 272 ReportOptional: Identify document as Update the cumulativeit appears in your accounting total for each documentsystem in column B In column E 53
  54. 54. Completing the PSC 272 Report 400,000.00 6796.39 75,000.00 98,974.00 580770.39 580770 39 1) After updating all grants Refresh/Update Screen Click on Return to Form 272 2) Click on 106,267.19 54
  55. 55. Completing the PSC 272 Report 1) Line 4 equals net disbursements from the PSC 272-A ) q 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) Click Here to Certify this Electronic 272 G TYPE -276,085.03 276,085.03 0.00 106,267.19 -106,267.19 55
  56. 56. Completing the PSC 272 Report1) Read the warning and check your numbers.2) Scroll down and fill in the “Certified By” and “Prepared By” information S ll d d i h “C ifi d B ” d “P dB ”i f i3) Click on Upload this Electronic 272 -276,085.03 276,085.03 0.00 106,267.19 -106,267.19 56
  57. 57. Completing the PSC 272 Report 0.00 , 106,267.19 -106,267.19 0.00 0.00 57
  58. 58. Completing the PSC 272 Report 1) Print the PSC 272 page 2) Fax the page to your DPM Account Representative G TYPE -276,085.03 276,085.03 0.00 106,267.19 -106,267.19 58
  59. 59. Completing the PSC 272 Report 1) Use the PSC 272-G to review inactive grants 2) Click on the grant number if you need to change the disbursement amount 59
  60. 60. Completing the PSC 272 Report After clicking on the grant number, scroll to the BOTTOM of the 272-A Pageto update your disbursements 60
  61. 61. Completing the PSC 272 Report1) To add grants to thereport that are not on thePSC 272 A or PSC 272 G 272-A 272-G 400,000.00click on “Click Here” 6796.39 75,000.002) Enter the grant info on 98,974.00the lines provided p 580770.39 580770 39 253,882.00 834,652.39 164,571.06 61
  62. 62. Other Worksheets: PSC 272 Report 62
  63. 63. Other Worksheets: PSC 272 Report 63
  64. 64. Other Worksheets: PSC 272 Report 64
  65. 65. Other Worksheets: PSC 272 Report[Continued from from previous page by scrolling down with the arrow or scroll bar] 65
  66. 66. Other Worksheets: PSC 272 Report[Continued from from previous page by scrolling down with the arrow or scroll bar] 66
  67. 67. Remittances • Remittance Express (ACH) - Next Day Credit • 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 g 67
  68. 68. Remittances US DEPT OF HEALTH & HUMAN SERVICES PMS ACCOUNT # OR GRANT # 68
  69. 69. Remittances• Check via Mail: Division of Payment Management Department of Health and Human Services P.O. P O Box 6021 Rockville, MD 20852 69
  70. 70. ?? QUESTIONS ?? For more information, please consult the DPM Home Page: www.dpm.psc.gov under the subheading ‘Grant Recipient Info” 70
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