Payment Management System
Program Support Center

Access - Deactivate User

When a user is no longer associated with a recipient organization or their role no longer requires access to PMS, the user should be deactivated within PMS. Users may request to deactivate themselves, or another user may make the request on their behalf. Users that have been inactive in PMS for eighteen months will be automatically deactivated by PMS. New users that fail to log into PMS are automatically deactivated after six months.

Accessing the Deactivation Form - With PMS ID

The request to deactivate a user can be initiated from within PMS or can be initiated externally, thereby allowing deactivation requests to be made by users not within PMS.

    To access the deactivation request form from within PMS:

  1. Log into PMS and click on the ‘Account Maintenance’.
  2. Screen shot of the Account Maintenance Menu Item.
  3. Select the ‘Account Maintenance’ option.
  4. Select the ‘Deactivate User’ option.
  5. Note: Menu options seen will vary depending on the access granted to the user

    To access the deactivation request from the dashboard:

    Screen shot of the deactivate user menu item.
  1. Click on the ‘Menu’ Icon.
  2. Screen shot of the deactivate user menu item.
  3. Select ‘Account Maintenance’ from the Menu.
  4. Screen shot of the account maintenance menu.
  5. Select ‘Deactivate User’.
  6. Screen shot of the deactivate user menu item.

Accessing the Deactivation Form - Without a PMS User ID

Users that do not have a PMS User ID may request access to the deactivation form from outside of the PMS application. To access the deactivation request form from outside of the system:

  1. Access the PMS PSC Home page at https://pms.psc.gov.
  2. Select ‘Request Access’ from the right hand side of the PMS page.
  3. Screen shot of the PMS Login page
  4. Click on the ‘Deactivate User’ button.
  5. Screen shot of the selec user request menu.
  6. The ‘Deactivate User Access Request’ form will be displayed.
  7. Screen shot of the deactivation user request form.
  8. Select the User Type ‘Grantee/Recipient’ from the dropdown box.
  9. Screen shot of the user type selection box.
  10. 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’ field.
  11. Click ‘Request Email Verification Code’ and an email will be sent containing the verification code.
  12. Screen shot of the code verification request.
  13. Click ‘OK’, to close the success message that is displayed.
  14. Screen shot of the success message for sending the verification code.

    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 deactivate user request. The verification code will be valid for 30 minutes.

    Note: If the verification code is not used within the 30 allotted minutes, the user will need to request a new verification code by repeating the above steps.

    Screen shot of a sample verification email.

    Note: To ensure that system emails are received, recipient IT organizations should whitelist PMSSupport@psc.gov

  15. Enter the six digit code in the ‘Verification Code’ field listed in the email.
  16. From the ‘Security Question’ dropdown box select one of the question. This question and its answer will pretain to the user deactivation request process only.
  17. Screen shot of security question dropdown box.
  18. Provide the appropriate response to the question selected in the ‘Security Answer’ field.
  19. Note: The security question selected and its answer will need to be provided when either checking on the status of the deactivation request or if required to modify the request.

    Screen shot of the security answer question field.
  20. In the ‘Enter Captcha’ field, enter the displayed characters shown in the image beneath the field. If unable to read the displayed characters update the selection by clicking on the refresh icon next to the image.
  21. Screen shot of the captcha field, with the refresh icon highlighted in a red box.
  22. Select the ‘Submit’ button on the bottom of the page. If the information is incorrect and the user needs to change the provided information they may clear the form by using the ‘Clear Form’ button or cancel the request by selecting ‘Cancel’.
  23. Screen shot of submit request screen.

Deactivation Form

When the ‘Deactivate User Access Request’ form is displayed, the requester will need to provide the following information:

  1. User Information - Information to identify the user to be deactivated.
    1. If known provide the unique PMS User ID of the user to be deactivated.
    2. Otherwise, provide the EIN, the Payee Account, First Name and Last Name of the user to be deactivated. Provide as much of this information as is known and the system will use this information to find PMS users that match the criteria provided.
  2. Supervisor – Provide the supervisor information for the person that is being deactivated.
  3. Add Comment - Provide the reason the deactivation is being requested.
  4. Certification Box - Certify that the information provided is accurate. Provide a checkmark in the box associated with the certification that the information, statements, and representations provided on the form are true and accurate to the best of your knowledge. Willfully providing false information is a criminal offense and is punishable by law (18 U.S.C. 1001).
  5. Screen shot of the deactivation request form.
  6. After completing the information, click the ‘Submit’ button. Select the ‘Clear Form’ to refresh the form and start again, select the ‘Save’ button to return to the form at another time, or ‘Cancel’ to close the form without saving.
  7. Note:To make changes to saved requests follow the procedure outlined for rejected requests.

  8. After selecting the ‘Submit’ button, a success message will be received with a Request ID.
  9. Screen shot of the deactivation success message.
  10. If the user accessed the deactivation form from within PMS the ‘Home’ button will return the user to the Dashboard. The user may use the ‘Request History’ queue to check on the status of their request.
  11. Screen shot of the Request History Queue.
  12. Additionally, the following email will be sent to the Requester.
  13. Screen shot of the deactivation initiation email.
  14. If the user accessed the Deactivation form from outside of PMS the ‘Home’ button will return them to the ‘Request Access’ page. Users may select the ‘Retrieve Existing Request’ option to check on the status of their request. Users will need the Request ID received in the email along with the security question selected and its answer to view the status of the request or make updates to the request.
  15. Screen shot of the External Retrieve Existing Access Request.
  16. When the request is completed the user will receive another email indicating that the request has been completed.
  17. Screen shot of a sample deactivation confirmation email.

Accessing Rejected Requests

Both the Requesters supervisor and PMS staff may reject the deactivation requests during their review.

The following email will be received by the requester when a deactivation request has been rejected.

Screen shot of a sample Rejection Email.

To see the rejection reason and to make changes to the request the user will need to log into PMS and navigate to the dashboard to view the ‘Requests Requiring Action’ queue.

Requests Initiated in PMS

  1. Log into PMS and click on the ‘Account Maintenance’.
  2. Screen shot of the PMS home page.
  3. Select ‘Dashboard User Queue’.
  4. Screen shot of the Account Maintenance Dashboard Access
  5. Open the ‘Request Requiring Action’ queue by clicking on the down arrow associated with the queue.
  6. Screen shot of the Requests Requiring Action Queue
  7. Click on the action icon in the ‘Action’ column that is associated with the ‘Request Type’ of ‘Deactivate User Access’.
  8. Screen shot of the Requests Requiring Action Queue
  9. The ‘Deactivate User Access Request’ form will be displayed. The ‘Rejection Reason’ will be displayed in the ‘Request Details’ section.
  10. The User may update the request and resubmit the request for approval.
  11. Screen shot of the Update Deactivate User Request Form

Requests Initiated outside of PMS

If you are not an active PMS user and the request was initiated from outside of PMS use the link provided in the rejection email to locate the ‘Request Access’ page or click ‘Request Access’ on the right hand side of the PMS web page https://pms.psc.gov.

  1. Click on ‘Retrieve Exiting Request’.
  2. Screen shot of the External Retrieve Exiting Requests Access
  3. Provide the Request ID that was listed in the initial email when the request was initiated.
  4. Select the same ‘Security Question’ and ‘Security Answer’ that was initially used during the request process.
  5. In the ‘Enter Captcha’ field, enter the displayed characters shown in the image beneath the field. If unable to read the displayed characters update the selection by clicking on the refresh icon next to the image.
  6. Click ‘Submit’.
  7. Screen shot of the Retrieve Existing Access Requests Form
  8. The ‘Deactivate User Access Request’ page will be displayed with the original submitted information.
  9. The rejection reason will be displayed in the ‘Request Details’ section.
  10. Update the form as necessary and resubmit.
  11. Screen shot of the Update Deactivate User Access Request Form

Supervisor Review

After requesting a user to be deactivated in PMS, the supervisor designated in the request will need to review the submitted information and verify its accuracy. The supervisor information provided by the requester is used to send an email to the supervisor requesting that they review and approve the request.

The email will contain a link that will allow the supervisor to review the provided information.

Note: Supervisors are not required to have access to PMS in order to verify and approve the information provided.

  1. Click on the link within the email received.
  2. Screen shot of a sample supervisor approval request email, with the link to the review page called out with a red arrow.
  3. The Supervisor view of the Payment Management System Access Request is displayed. The view will consist of three tabs.
    1. Request Details – will list the information about the user that is to be deactivated
    2. Supervisor Comments – a place for the supervisor to enter any comments. Comments will be required when rejecting the request.
    3. Status History – a list of previous comments and dates that apply to this request.
  4. The Supervisor should review the information on the ‘Request Details’ tab. The ‘Request Details’ tab is read-only for the supervisor. If changes are needed, the supervisor will need to reject the request and return it to the requester.
  5. Screen shot of the supervisor request detail tab.
  6. The Supervisor can view comments made by the requester by selecting the ‘Status History’ tab.
  7. Screen shot of the status history tab.
  8. To reject a request the supervisor should select the ‘Supervisor Comments’ tab and provide the reason for the rejection. The supervisor should then click on the ‘Reject’ button on the ‘Request Details’ tab. An email will be sent to the requester indicating that the request has been rejected and the request will be available for them to edit.
  9. Screen shot of the supervisor comments tab.
  10. Supervisors must certify that the information provided is correct by clicking in the box associated with the ‘I certify that …’ statement on the bottom of the ‘Request Details’ tab.
  11. Click the ‘Approve’ button on the 'Request Details' tab. The request will be sent to PSC for verification and approval. Select the ‘Cancel button to return to the approval at a later time.
  12. A success screen will be shown after the request has been approved.
  13. Screen shot of the supervisor request success message.