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FINANCIAL REPORTING & USING HHS PAYMENT MANAGEMENT SYSTEM. Session Objectives. Understanding federal regulations. Learning the HHS Payment Management System. Preparing cash management reports. Timing and Use of Federal Funds. Timing of Draws. Funds are intended to be available when needed
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Session Objectives Understanding federal regulations Learning the HHS Payment Management System Preparing cash management reports
Timing of Draws • Funds are intended to be available when needed • Draws should matched timing of allowable program expenditures • Funds can be drawn as needed: Example – Payroll to cover salaries and allocable payroll taxes based on time charged to the Federally-funded program
Document each draw to show compliance with Federal regulations Ease of Access Brings Responsibility Be Careful Draw additional funds to overcome shortfalls elsewhere in the organization And Most Importantly
Obtaining Funds: A Mouse-Click Away • Utilize Department of Health and Human Services Payment Management System to draw funds • Web-based access for CNCS grantees to draw funds and submit cash reporting • Calculate draw amount based on expenditures that have not yet been funded or are needed immediately following the draw, before requesting funds
Benefiting from: Smartlink • Hours: 8:00 a.m. to 7:30 p.m. • Next work day access to funds • No cost to recipients • Enhanced inquiry feature • Account balance • Payment history • Grant transaction history • Warehouse feature up to 30 days
Logging in the First Time User name: Provided by DPM (case sensitive) Password: Set by the users. Must be alpha-numeric (e.g., #GRANTEE1) * * * * *Initial password provided by DPM
You’ve Got Mail • Review for new messages; then click on Click Here for Access to the Payment Management System
Help From: My User Info Click on: My User Info to: • change password or • to update user contact information
Drawing Down Cash 2AA5P • Click on Payment • Click on Request for Payment • Enter your Account Number • Click on Account
Request for Payment 2AA5P • Enter Payment Due Date • Enter Expected Disbursement Amount • Enter Cash on Hand • Enter Payment Request Amount Click on Continue
Example 2AA5P
Monitoring Expenditure of Funds • Report expenditure of the funds drawn each quarter on Form 272 • Track expenditures during the life of a project on Form 272 • Reflect total expenditures upon closeout • Support data in Form 272 within Grantee’s accounting system
Benefits to You • PSC 272, Federal Cash Transaction Report: Internet access • Over 12,000 reports processed each quarter • 91.8% Return Rate
Logging on PSC 272 • Enter your Payee Identification Number (PIN) • Enter your PSC 272 Password
Form 272: Payee Account 1234G Select the Payee Account Number you want to work on
Selecting the PSC 272-A Form Select the PSC 272-A Form
Updating Total Dollars Update the cumulative total for each document
Continuing with PSC 272-A Optional: Identify document as it appears in your accounting system
Reviewing for Inactive Grants • Use the PSC 272-G to review inactive grants • Click on the Grant Number if you need to change the Disbursement amount
Adding Grants • To add grants to the report that are not on the PSC 272-A or PSC 272-G (Click Here) • Enter the grant info on the lines provided
Completing This Process • After updating all grants Click on • Click on Refresh/Update Screen Return to Form 272
Entering Net Disbursements • Line 4 equals net disbursements from the PSC 272-A • Enter Cash on Hand End of Period on Line 5 • G and G1 account can report excess interest income on Line 7 • Scroll down and click on Click Here to Certify this Electronic 272
Read Important Information • Read the warning and check your numbers • Scroll down and fill in the “Certified By” and “Prepared By” • Click on Upload this Electronic 272
Reminder: Print First….Move on Later • Print the PSC 272 page • Fax the page to your DPM Account Representative
Utilizing the Financial Status Report Utilizing the Financial Status Report (FSR) Form 269 • File on a semi-annual basis • Report total program costs, including match • Reconcile expenditures on this form with quarterly reports to HHS on Form 272 • Reports unliquidated obligations
Reporting FSR Using eGrants Utilizing eGrants: • Go to www.cncs.gov • Click on eGrants in the center of the web page • Utilize eGrants FSR to report on multi-year awards through their life • Have accounting support available for total federal funds expended and total match
“More people should learn to tell their dollars where to go instead of asking them where they went.” - Roger Ward Babson, (1875–1967) American financial statistician
