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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



March 2006
Timing and Use of Federal Funds
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


 March 2006
Ease of Access Brings Responsibility

                  Document each draw to
        Be        show compliance with
      Careful     Federal regulations

                           Draw
                     additional funds to
   And Most          overcome shortfalls
  Importantly         elsewhere in the
                        organization


March 2006
March 2006
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

March 2006
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
March 2006
Utilizing Payment Management System




March 2006
        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


         March 2006
You’ve Got Mail




 Review for new messages; then click on
  Click Here for Access to the Payment Management System

March 2006
Help From: My User Info




             Click on: My User Info to:
              change password or
              to update user contact information


March 2006
Drawing Down Cash




                         2AA5P




                Click on Payment
                Click on Request for Payment
                Enter your Account Number
                Click on Account

March 2006
        Request for Payment




                                         2AA5P




   Enter   Payment Due Date
   Enter   Expected Disbursement Amount
   Enter   Cash on Hand
   Enter   Payment Request Amount Click on Continue


            March 2006
Example: Request for Payment




                  2AA5P




March 2006
Continuing with Request for Payment




                      2AA5P




March 2006
Example




             2AA5P




March 2006
Example: Completed Transaction




March 2006
March 2006
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



March 2006
        Benefits to You

•PSC 272, Federal Cash Transaction Report: Internet access
• Over 12,000 reports processed each quarter
• 91.8% Return Rate




         March 2006
 Logging on PSC 272




 Enteryour Payee Identification Number (PIN)
Enter your PSC 272 Password




  March 2006
Form 272: Payee Account




 1234G




             Select the Payee Account Number
             you want to work on

March 2006
Selecting the PSC 272-A Form




                 Select the PSC 272-A Form


March 2006
Updating Total Dollars




    Update the cumulative
    total for each document




March 2006
Continuing with PSC 272-A



             Optional: Identify document as it
             appears in your accounting system




March 2006
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


March 2006
     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




      March 2006
    Completing This Process




 After updating all grants
  Click on       Refresh/Update Screen
 Click on       Return to Form 272

    March 2006
          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




          March 2006
       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




        March 2006
Reminder: Print First….Move on Later




              Print the PSC 272 page
              Fax the page to your DPM Account
                Representative



March 2006
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


March 2006
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

March 2006
Opening eGrants
Looking for Grants
Tracking Using eGrants
Reviewing FSR Information
More eGrants
eGrant Certifications
Successful eGrant FSR Submission
“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


         March 2006

				
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