DOS Grantee Instructions for Requesting Access and Submiting Banking in PMS.pdf

Financial Management Portfolio

Payment Management Services

DEPARTMENT OF STATE GRANTEES

INSTRUCTIONS FOR REQUESTING

ACCESSING AND SUBMITTING BANKING

Updated: August 2020

Welcome to the Department of Health and Human Services’

Payment Management Services

1. You have been informed by the U.S. Department of State that your organization will be requesting funds through our Internet based payment system call the Payment Management System (PMS).

2. In order to complete your organizations set-up in PMS, you must (1) request access and (2) submit banking documentations.

3. You should have been provided the following information by your Grants Officer/Management

Specialist in order to finalize your set-up.

a. PMS PIN

b. PMS EIN

4. This presentation will provide you guidelines on how to request access and submit your banking.

5. All organizations must complete this process regardless if you already have a PMS Account Number

(PAN) with a different Federal Agency or another Bureau within Department of State. Even bureaus/offices with an Federal agencies are not allowed to comingle funds.

Example: If you have a grant from the US Department of Health and Human Services, your

Department of State grant will not be in the same PMS PAN. You will have a separate PMS PAN for your DOS grant(s).)

Example: If you have a grant with Department of State ECA, you will have a different PMS Account number for your grants with Department of State DRL/OES. 2

STEP #1

REQUESTING PMS ACCESS

(You will need your PMS PIN and PMS EIN)

Each individual in your organization who needs access to PMS, must submit their own request.

PMS Web Address: https://pms.psc.gov

To obtain your individual access information, please follow these instructions.

1. Go to Payment Management System Web Site https://pms.psc.gov

2. Select “Request Access”

3. Select “Create New User”

4. Complete information on the screen

To add your new PMS PIN to your existing profile, please follow these instructions

1. Go to Payment Management System Web Site https://pms.psc.gov

2. Click Login

3. Enter your Username and Password

4. Select “I agree to the Government terms of Use”

5. Under “Account Maintenance” select Update Privileges https://pms.psc.gov/ https://pms.psc.gov/

1. Select the User Type ‘Grantee/Recipient’ from the dropdown box

2. Your email address will need to be verified prior to receiving any access to the system.

Type in your email address in the ‘E-Mail

Address’ field and then confirm the email address provided by typing the email address again in the ‘Confirm E-Mail Address’ field.

3. Click ‘Request Email Verification Code’ for an email to be sent to the email address.

4. An email message will be sent immediately to the email address provided containing the six digit verification code that is required to continue with the user access request. The verification code will be valid for 15 minutes.

5. Enter the six digit code in the 'Email

Verification Code’ field.

6. Complete the Security Question, Security

Answer, and Enter Captcha

7. Select the ‘Submit’ button on the bottom of the page

Note: To ensure that system emails are received, recipient IT organizations should whitelist

PMSSupport@psc.gov mailto:PMSSupport@psc.gov

The PMS Access Request form will be displayed. Select the ‘Add’ button to provide the

Organization/Institution information that you want access to. Use the ‘Add’ button for each organization that you need access to. Do Not Use Acronyms

*Organization name must match what’s stated in the Payment Management System.

Official name registered by DOS

After entering your organization name*, select one of these options:

You should have been provided the PMS PIN and PMS EIN by your Grants Officer/Management Specialist

Complete the “Contact

Information” section in its entirety

All mandatory fields are noted by an asterisk *

Information submitted should be for your organization and the specific individual

• Check all access levels required

• Grantee Inquiry, Accountant Maintenance, FCTR View are system defaults

Note: The Federal Financial Report (FFR) has two components; the Federal Cash Transaction Report (FCTR) and the Financial Status Report (FSR). Both forms are used as part of the FFR submission. Department of State requires that “both” components be completed quarterly in order to be compliant. Please ensure that someone from your organization has access.

Your supervisor will be required to approve the request. The supervisor does not have to have access to

PMS in order to approve your request. They will receive a link to their Email address.

If you are the highest ranking person in your organization, then provide your own information for the Supervisor information

Check the certification box indicating that all the information provided is true to the best of their knowledge. Providing willfully false information is a criminal offense and is punishable by law

• Click ‘Submit’ to send the request to the listed

Supervisor for approval.

• A ‘Success’ screen will be displayed containing the

Request ID.

For Supervisors: They will receive an Email with a link to approve request. They do not have to have an Actual PMS Account.

Only check the 1st certification box if you are approving your “OWN” request.

To check on the status of your request. Select the option “Retrieve Existing Request”. You must use the Request ID sent to you to retrieve the information.

STEP #2

SUBMITTING BANKING

DOCUMENATIONS

Completed only after receiving access information from PMS

SF-1199A Direct Deposit Form Instructions

1. You must complete and upload a new SF-1199A form for each banking request.

Download the SF-1199A Direct Deposit Form. https://pms.psc.gov/forms/1199a-direct-deposit-form.pdf

2. All information should be typed or printed on the SF-1199A and then uploaded to your banking request prior to submission. Alterations such as erasures, correction fluid, and strike-outs are unacceptable and will invalidate the form.

3. Only 1 copy of the form is required

TO ENSURE ACCURACY WHEN COMPLETING DIRECT DEPOSIT FORM:

• Box 1A: Name must match organization name on notice of grant award & should match what was registered in PMS by Department of State

• Box 1B: Leave Blank [Note: SF1199A form will be rejected if individual’s name appears]

• Box 1C: Organization’s taxpayer identification number must be included in this field or Enter PMS EIN

• Form must be signed (Digital/Electronic Signatures are allowed) https://pms.psc.gov/forms/1199a-direct-deposit-form.pdf

After logging into PMS, you will land on the “DASHBOARD”.

1. Select Menu at the top left side

2. Select User Account Maintenance

3. Select Add/Update Banking

In order to submit a banking establishment or change request, you must have access to the Payment Management System Access that allows you to do so. You will submit the banking establishment or change request in the PMS.

When a banking establishment or change request is submitted, all users associated with that PMS Account Number will receive an email notification, that the request has been entered.

All banking requests require the uploading of a completed and signed DIRECT DEPOSIT SIGNED UP FORM (SF-1199A) for Domestic Grantees and DIRECT DEPOSIT SIGNED UP FORM (SF-1199A) and INTERNATIONAL BANK LETTER for International Grantees.

How do we know the banking has been updated? You will receive an automated Email upon completion of your banking submission. You can also check your dashboard for the status.

Banking Submission

To add or change bank information for an account:

Click in the check box associated with the account(s) or subaccount(s) to be changed. You may select multiple accounts if all accounts will have the same banking.

Domestic Grantees

Provide the following information for domestic accounts

a. ACH Routing Number (required) – the 9 digit electronic US bank code used by the

Automated Clearing House (ACH) to identify the bank.

b. ACH Bank Account Number (required) – the number that is specific to a given account at the bank.

c. ACH Bank Account Type (required) – select either ‘Checking’ or ‘Savings’

Upload supporting documentation. All banking requests require the uploading of a completed and signed DIRECT DEPOSIT SIGNED UP FORM (SF-1199A). We only need one copy.

• Add any pertinent information under the “Add Comment” Section.

• Click ‘Submit’ to submit the request to PMS for approval. A Request ID will be generated, use this ID to check on your request

Domestic: Completing the SF-1199A

To add or change bank information for an account:

Click in the check box associated with the account(s) or subaccount(s) to be changed. You may select multiple accounts if all accounts will have the same banking.

International Grantees

Note: This is only for “true” International Grantees whose funds are being deposited directly into their bank in their country. If funds are being deposited directly in a US bank, you should use the

Domestic Grantee Banking submission.

1. Select International Bank Account.

2. For International Bank accounts provide the following information:

a. Swift code (required) - The International recognized identification code used to identify the Bank of the account holder. (If you receive an error message, please send print screen to your liaison accountant for further instructions).

b. IBAN / Account (required) – International Bank Account Number used to uniquely identify an account at any bank in the world. (If you have both a IBAN and Account Number, enter the IBAN here and include the Account

Number in the Bank Account Details section)

c. Bank Account Details – Any information that the International Bank provided in the letter should be included in this section. (Bank Account Number, Bank Number, Bank Code, etc.)

International Grantees

Upload supporting documentation. All banking requests require the uploading of a completed and signed DIRECT DEPOSIT SIGNED UP FORM (SF-1199A) for Domestic Grantees and DIRECT DEPOSIT SIGNED UP FORM (SF-1199A) and INTERNATIONAL BANK LETTER for International Grantees.

• Add any pertinent information under the “Add Comment” Section.

• Click ‘Submit’ to submit the request to PMS for approval. A Request ID will be generated, use this ID to check on your request

Note: Information you include in the comment section, will not be included when payments are transmitted.

International: Completing the SF-1199A

PMS LIAISON ACCOUNTANT

GENERAL INFORMATION

The information must be on the “Beneficiary Banks

Letterhead”.

Please ensure that all pertinent information is provided.

Missing or incorrect information will cause a delay in payment transfer.

All information provided on the letter, should be entered on the banking screen. If there’s no designated line, then enter the information in

Bank Account Details section.

Contact for these Bureau’s

Ms. T. J. Thomas, Chief GTPS

301/492-4999

Tonja.Thomas@psc.hhs.gov

Department of State Bureau’s on Agency Approve & Confirm

Bureau of Educational and Cultural Affairs

Office of the Coordinator for Cyber Issues

Office of Global Partnership

Bureau of Conflict and Stabilization Operations

Office of the U.S. Global AIDS Coordinator

Bureau of Near Eastern Affairs, Assistance Coordination Office

Office of Multilateral Nuclear and Security Affairs

The Global Engagement Center

Bureau of Administration, Office of Overseas Schools

Bureau of Diplomatic Security

Bureau of Diplomatic Security and Foreign Missions

Bureau of East Asian and Pacific Affairs

Bureau of Oceans and International Environmental Scientific Affairs

Bureau of Democracy, Human Rights and Labor

Bureau of Population, Refugees and Migration

Bureau of International Security and Nonproliferation

Department of State Bureau’s Not on Agency Approve & Confirm

Bureau of Educational and Cultural Affairs

Bureau of Economic and Business Affairs

Bureau of Human Resources

Bureau of Intelligence and Research

Bureau of International Narcotics and Law Enforcement Affairs

Bureau of Political-Military Affairs, Office of Humanitarian Demining Programs

Primary Liaison Accountant for these Bureaus

Do Not Direct Any Questions, Emails, or

Phone Calls to the Help Desk (PMSSupport), regarding your Department of State account.

Please contact your Primary liaison accountant.

Contact for these Bureau’s

Ms. Vivian Hughes, Team Lead

301/492-5017

Vivian.Hughes@psc.hhs.gov

Primary Liaison Accountant for these Bureaus

Department of State Bureau’s on Agency Approve & Confirm

Bureau of Nonproliferation, Office of Export Control Cooperation

Bureau of Near Eastern Affairs

Bureau of South and Central Asian Affairs

Office of Global Women's Issues

Bureau of Western Hemisphere Affairs - PDA

Bureau of Western Hemisphere Affairs - PPC

Bureau of Near Eastern Affairs - Iran Awards

Office of Policy, Planning, and Resources for Public Diplomacy and Public Affairs

Department of State Bureau’s Not on Agency Approve & Confirm

Bureau of European and Eurasian Affairs

Bureau of African Affairs

Office of International Information Programs

Bureau of International Security & Nonproliferation, Office of Non-proliferation & Disarmament Fund

Bureau of Public Affairs

Office to Monitor and Combat Trafficking in Persons

Office of Counterterrorism

Do Not Direct Any Questions, Emails, or Phone Calls to the Help

Desk (PMSSupport), regarding your Department of State account.

Please contact your Primary liaison accountant.

Internet Access

Payment Management Services

Home Page https://pms.psc.gov

Hours of Operation

Monday through Friday:

5:00 a.m. until 11:00 p.m. EST*

Saturday and Sunday:

9:00 a.m. until 9:00 p.m. EST*

*Requests for payment submitted after 5:00 p.m. EST will be processed as if received on the next business day.

Help Desk Number

Telephone #: 877/614-5533

E-Mail: PMSSupport@psc.hhs.gov

For Password Resets Only

PMS Federal Holidays

Payment Management Services is considered an

Essential Government Office due to the nature of its business activities. This means as a general rule, PMS remains open for business year round except Federal Holidays and bank holidays.

Payment Management Services is closed on the following Federal holidays

New Year's Day

Martin Luther King, Jr. Day

President's Day

Memorial Day

Fourth of July

Labor Day

Columbus Day

Veteran's Day

Thanksgiving Day

Christmas Day

For issues regarding your PMS Account, please contact your Liaison Accountant mailto:PMSSupport@psc.hhs.gov

INSIDER TIPS FOR MAKING THE PMS PROCESS

WORK SMOOTHLY FOR YOU

1) In accordance of OMB Circulars A-102 and A-110, grant funds are to be requested for immediate disbursement needs. Requests for reimbursement may be at any time. Grantees should not be holding excess cash. Funds may be requested as often as needed during our regular business hours.

2) Promptly return any funds you will not spend within three business days.

3) Be sure to submit the Federal Financial Report (FFR) Federal Cash Transaction Report (FCTR) and Federal

Financial Report (FFR) Financial Status Report (FSR) on time, if applicable. If PMS does not receive your report by the due date, funds will not be released until the reports have been submitted.

4) Promptly respond to PMS requests for information. PMS cannot release your funds until it receives the information.

5) Be accurate; this goes without saying. Review your Federal Cash Transaction Report (FCTR) each quarter and reconcile any differences with your records.

6) Contact PMS for issues regarding your draw-down requests, cash management rules, and the Federal Cash

Transaction Report (FCTR). These are the areas where PMS can be of service to you. Always have your

PMS account number (PAN) or EIN handy and stated on all correspondences.

7) Contact your grant awarding office (not PMS) for issues regarding your grant award or the Federal Financial

Report (FFR) Financial Status Report (FSR). DPM does not issue grants

8) Always check our web page (www.pms.psc.gov) for PMS updates, closings, etc.

http://www.pms.psc.gov/

Training Sessions

Payment Management Services hosts Webinar Training Sessions for grant recipient organizations throughout the year. Webinar Training Sessions will feature training on system access, completing a payment request, performing account inquiries, requesting reports, and completing the Federal Financial Cash Transaction Report. A question and answer period will be provided at the conclusion of each webinar. Training Sessions are two (2) hours long. No cost to attend

Information can be found on our we page under “Training”

DOS specific training may be held also throughout the year. To see a listing of dates, go to Grant Recipients and then select Department of State under the section

Grantor Specific Information

Questions regarding training can be sent to PMS_Training@psc.hhs.gov mailto:PMS_Training@psc.hhs.gov