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SO THE AWARD CAME – BUT HOW DO I GET THE MONEY???

National Association of Community Health Centers, Inc. SO THE AWARD CAME – BUT HOW DO I GET THE MONEY???. “How to Set Up & Access Your Section 330 Grant Funds through the Payment Management System (PMS) Teleconference” Thursday, July 19, 2007 3:00 – 4:30 pm EST. Lawrence R. Poole, M.B.A.

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SO THE AWARD CAME – BUT HOW DO I GET THE MONEY???

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  1. National Association of Community Health Centers, Inc. SO THE AWARD CAME – BUT HOW DO I GET THE MONEY??? “How to Set Up & Access Your Section 330 Grant Funds through the Payment Management System (PMS) Teleconference” Thursday, July 19, 2007 3:00 – 4:30 pm EST Lawrence R. Poole, M.B.A. Consultant, FT Solutions LLC

  2. Overview: Grant Process • Application Phase: • Application submitted • Awarding Agency award notification • Authorization Phase: • Awarding Agency registers the grantee information and creates an account within the Payment Management System (PMS) • Deposits (Posts) Grant Dollars into account

  3. Overview: Grant Process • Payment Phase: • Grantee requests funds through PMS/Smartlink. • Reporting Phase: • PMS 272 Report (due 45 days after the end of the quarter) • Reports to Awarding Agency

  4. Getting Started • Complete & return the requested setup package information received from the Payment Management System: • Direct Deposit form (SF 1199A) • Grantee PMS Training CD • Primary Contact Person form • Grantee can then log into the Payment Management System web site: http://www.dpm.psc.gov

  5. Getting Started (continued) • Click on PMS, Smartlink tab • Click on Smartlink payment request tab or PMS Login screen • When Login screen comes up, enter your user name and password provided by PMS NOTE: Passwords expires after 90 days; are Alpha Numeric; and are Case Sensitive • Click on Access PMS • Access the User Menu

  6. Getting Started (continued) • At the User Screen, you should see four (4) Ad-hoc Grantee Inquiry Types: • Account Balance Data • Authorization Transactions • Payment Data • Summary Grant Data • Enter your Payee Identification Number (PIN) or Payee Account Number. (This should have been sent to you in a registered letter/kit from PMS)

  7. Processing a Request for Payment(Advance Payment) • Click on Request for Payment tab • Type in Payee Account # and click on Account • Enter the requested information • enter the Payment Request Date • Enter the Disbursement Amount • Enter the Cash on Hand (amount left over in your bank account) • Enter the Payment Request Amount (the disbursement amount minus the cash on hand)

  8. Processing a Request for Payment(Reimbursement Payment) • Click on Request for Payment tab • Type in Payee Account # and click on Account • Enter the requested information • enter the Payment Request Date • Enter the Disbursement Amount (amount should be ZERO) • Enter the Cash on Hand (amount expended) • Enter the Payment Request Amount (amount to be reimbursed)

  9. Review Payment Screen • Payment requests will either be scheduled to be deposited to your bank account , usually on the next day or Flagged in an holding file. • Reasons for Holding File • Unreasonable request amount • Awarding Agency Restriction • Late Reporting

  10. TIPS • Bank accounts must be a federally insured (FDIC) financial institution. • Draw down funds only when you are ready to write the check for expenditures. (no longer than 72 hours) • Submit timely SF 272 reports. • Review SF 272 Reports each quarter for accuracy & reconcile any differences.

  11. Payment Management System (PMS) Contact Information PMS Help Line: (877)614-5533 or http://www.dpm.psc.gov or Contact your assigned Grants Management Specialist

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