Financial management
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  • 1. Financial Management Service Division of Payment Management Payment Management System Overview ACF – Mentoring Children of PrisonersPresenter: Anthony Holland, Sr. November 17, 2009
  • 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. 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. 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. 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. 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. 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. Payment Management System y e ge e Sys e System Access and Account Inquiries 8
  • 9. Accessing the Payment Management System Go to: www.dpm.psc.gov Click on “Payment Management System” or “SmartLink ” g y 9
  • 10. Accessing the Payment Management System ge e Sys e Click on “SmartLink Payment Request or Request” “Payment Management System” 10
  • 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. Accessing the Payment Management SystemReview for new messages; then click on Click Here for Access to the Payment Management System 12
  • 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. 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. Changing a Password in the Payment Management System1) Enter your new password andclick li k OK 15
  • 16. Changing a Password in thePayment Management System 16
  • 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. Accessing the Account InquiryInformation Click on: the “?” For definitions of common PMS inquiries 18
  • 19. Accessing the Account InquiryInformation 2AA5P 19
  • 20. Accessing the Account InquiryInformation 2AA5P 2AA5 20
  • 21. Accessing the Account InquiryInformation 21
  • 22. Accessing the Account InquiryInformation 2AA5P 22
  • 23. Accessing the Account InquiryInformation 2AA5 2AA5P 2AA5 2AA5P 2AA5 2AA5P 23
  • 24. Accessing the Account InquiryInformation 24
  • 25. Accessing the Account InquiryInformation 2AA5G 25
  • 26. Accessing the Account InquiryInformation PIN: 2AA5 ACC: 2AA5G PIN: 2AA5 ACC: 2AA5G 26
  • 27. Accessing the Account InquiryInformation 2AA5P 27
  • 28. Accessing the Account InquiryInformation 2AA5 2AA5P 28
  • 29. Accessing the Account InquiryInformation 2AA5 2AA5P 29
  • 30. Accessing the Account InquiryInformation 30
  • 31. Accessing the Account InquiryInformation 2AA5P 31
  • 32. Accessing the Account InquiryInformation 2AA5 2AA5P 32
  • 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. 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. 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. Making a Payment Request:“P” Account (Sub Accounts) P (Sub-Accounts) 2AA5P 123456789 36
  • 37. Making a Payment Request:“P” Account (Sub Accounts) P (Sub-Accounts) 2AA5P 123456789 SUBACCOUNT1 SUBACCOUNT2 37
  • 38. Making a Payment Request:“P” Account (Sub Accounts) P (Sub-Accounts) 2AA5P 123456789 SUBACCOUNT1 SUBACCOUNT2 38
  • 39. Making a Payment Request:“P” Account (Sub Accounts) P (Sub-Accounts) 2AA5P SUBACCOUNT1 SUBACCOUNT2 39
  • 40. Making a Payment Request:“P” Account (Sub Accounts) P (Sub-Accounts) 40
  • 41. Making a Payment Request:“G” Account (Cash Pooled) G 2AA5G 41
  • 42. Making a Payment Request:“G” Account (Cash Pooled) G 2AA5G 42
  • 43. Making a Payment Request:“G” Account (Cash Pooled) G 2AA5G 43
  • 44. Making a Payment Request:“G” Account (Cash Pooled) G 2AA5G 2AA5G 44
  • 45. Making a Payment Request:“G” Account (Cash Pooled) G 2AA5G 45
  • 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. 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. 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. Completing the PSC 272 Report Click on “Electronic 272 Reporting” p g System” 49
  • 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. Completing the PSC 272 Report1) Select the Payee AccountNumber in order to updatedisbursements C1234G1 51
  • 52. Completing the PSC 272 Report1) Select the PSC 272-A Form 52
  • 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. 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. 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. 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. Completing the PSC 272 Report 0.00 , 106,267.19 -106,267.19 0.00 0.00 57
  • 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. 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. 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. 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. Other Worksheets: PSC 272 Report 62
  • 63. Other Worksheets: PSC 272 Report 63
  • 64. Other Worksheets: PSC 272 Report 64
  • 65. Other Worksheets: PSC 272 Report[Continued from from previous page by scrolling down with the arrow or scroll bar] 65
  • 66. Other Worksheets: PSC 272 Report[Continued from from previous page by scrolling down with the arrow or scroll bar] 66
  • 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. Remittances US DEPT OF HEALTH & HUMAN SERVICES PMS ACCOUNT # OR GRANT # 68
  • 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. ?? QUESTIONS ?? For more information, please consult the DPM Home Page: www.dpm.psc.gov under the subheading ‘Grant Recipient Info” 70