FINANCIAL REPORTING

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FINANCIAL REPORTING USING HHS PAYMENT
MANAGEMENT SYSTEM

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Session Objectives
Understanding federal regulations
Learning the HHS Payment Management System
Preparing cash management reports
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Timing and Use of Federal Funds
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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

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Ease of Access Brings Responsibility

• Document each draw to show compliance with
  Federal regulations

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

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Benefiting from Smartlink

• Hours 800 a.m. to 730 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

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Utilizing Payment Management System
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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
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Youve Got Mail

• Review for new messages then click on

Click Here for Access to the Payment Management
System
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Help From My User Info

• Click on My User Info to
• change password or
• to update user contact information

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Drawing Down Cash
2AA5P

• Click on Payment
• Click on Request for Payment
• Enter your Account Number
• Click on Account

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Request for Payment
2AA5P

• Enter Payment Due Date
• Enter Expected Disbursement Amount
• Enter Cash on Hand
• Enter Payment Request Amount Click on Continue

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Example Request for Payment
2AA5P
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Continuing with Request for Payment
2AA5P
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Example
2AA5P
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Example Completed Transaction
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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 Grantees
  accounting system

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Benefits to You

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

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Logging on PSC 272

• Enter your Payee Identification Number (PIN)
• Enter your PSC 272 Password

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Form 272 Payee Account
1234G
Select the Payee Account Number you want to
work on
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Selecting the PSC 272-A Form
Select the PSC 272-A Form
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Updating Total Dollars
Update the cumulative total for each document
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Continuing with PSC 272-A
Optional Identify document as it appears in
your accounting system
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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

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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

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Completing This Process

• After updating all grants
• Click on
• Click on

Refresh/Update Screen
Return to Form 272
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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
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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
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Reminder Print First.Move on Later

• Print the PSC 272 page
• Fax the page to your DPM Account
• Representative

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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

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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

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Opening eGrants
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Looking for Grants
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Tracking Using eGrants
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Reviewing FSR Information
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More eGrants
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eGrant Certifications
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Successful eGrant FSR Submission
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More people should learn to tell their dollars
where to go instead of asking them where they
went. - Roger Ward Babson, (18751967)
American financial statistician