Payment Management System
Program Support Center

Update Contact Information

When a user’s contact information changes, the user may change their own information in PMS. Users have the ability to modify their:

  • Email Address
  • First Name
  • Middle Initial
  • Last Name
  • Job Title
  • Telephone Number, Type, and Location (Domestic/International)

Changes to a user’s email address or their first name will require confirmation from the user’s supervisor followed by verification and approval from PMS staff. Users can only update their own information.


Accessing the Update Form

Users can access the ‘Update Contact Information’ page either from the Home page or from the Dashboard page.

To access the update contact form from within PMS:

  1. Log into PMS and click on the ‘Account Maintenance’.
  2. Note: Menu options seen will vary depending on the access granted to the user

    Screen shot of the PMS home page.
  3. Select ‘Update Contact Info’.
  4. Screen shot of the account maintenance menu options

To access the update contact form from the Dashboard:

  1. Click on the 'Menu' Icon.
  2. Screen shot of the PMS Dashboard with a red arrow indicating the Menu in the upper left corner.
  3. Select ‘Account Maintenance’ from the Menu.
  4. Screen shot of the account maintenance options.
  5. Select ‘Update Contact Info’.
  6. Screen shot of the update contact info options.

Update Contact Information Form

If there are no outstanding update requests then the current PMS ‘Contact Information Update Request’ form is shown displaying the users’ current information.

Changes made to the following fields are made following submission, and do not require approval:

  • Middle Initial
  • Last Name
  • Job Title
  • Telephone Location
  • Telephone Number
  • Telephone Type

Changes made to the following fields require Supervisor and PMS staff approval prior to the change being effective in the system.

  • Email Address
  • First Name

To modify contact information navigate to the ‘Contact Information Update Request’ form:

  1. Modify the contact information as needed.
  2. Screen shot of the contact update form
  3. If a change was made to the email address, an email confirmation field will display and the user will be required to confirm their new email address by typing it in a second time.
  4. Screen shot of the email confirmation field, with a red arrow directing users to confirm their email change.
  5. If a change was made to the user’s first name or to their email address then the supervisor fields will become available and the requester is required to enter their supervisor information.
  6. Screen shot of the supervisor information fields
  7. Certify the changes made by clicking in check box next to the ‘I certify …’ statement.
  8. Screen shot of the certification statement.
  9. Click ‘Submit’.
  10. When no changes are made to the first name or the email address the following message is displayed indicating that the changes have been completed.
  11. Screen shot of the change completed success message.
  12. The ‘Home’ button will return the user to the Dashboard. The status of ‘Completed’ will be reflected in the ‘Request History’ queue for the Request ID provided in the message.
  13. Screen shot of the request history queue.
  14. If a first name or email change was made then the following success message will be received. The Request ID may be used to track the progress of the request.
  15. Screen shot of the processing success message.
  16. The ‘Home’ button will return the user to the Dashboard. The user can use the ‘Request History’ queue to check on the status of their request.
  17. Additionally, the following email will be sent to the requester.
  18. Screen shot of a sample email informing that the change has been initiated.

    Only one request may be active at a time. The following message will be displayed when there is an outstanding request pending and the user attempts to make additional changes to their contact information. The user will need to wait until they have received the confirmation prior to being able to make additional changes.

    Screen shot of pending request message.
  19. Once the request has been approved, the requester will receive the following email:
  20. Screen shot of a sample email informing that the change request has been completed.

Rejected Requests

Both the requester’s supervisor and PMS staff may reject change requests during their review.

The following email will be received by the user when a change request has been rejected.

    Screen shot of a sample email informing that the change request has been rejected.

    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.

  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 Dashboard User Queue Menu Option.
  5. Open the ‘Request Requiring Action’ queue by clicking on the down arrow associated with the queue.
  6. Screen shot of the request requiring action queue.
  7. Click on the action icon in the ‘Action’ column that is associated with the ‘Request Type’ of ‘Update User Contact Info’.
  8. Screen shot of the requests requiring action area, with a red arrow pointing to the Action icon.
  9. The ‘Contact Information Update 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 contact information update request form.

    To return to the PMS Home page from the Dashboard use the ‘Home’ icon.

    Screen shot of the PMS dashboard menu, with a red arrow pointing at the Home icon.

Supervisor Review

Changes to a user’s first name and/or their email address will require approval from their Supervisor, followed by PMS approval prior to the changes being effective.

Note: The Supervisor does not need to have a PMS user name to approve changes.

The Supervisor will receive the following email:

    Screen shot of a sample email sent to the supervisor with the change request.

    To review the contact change requests:

  1. Click on the link in the email received.
  2. The Supervisor view of the ‘Contact Information Update Request’ form will be displayed. The view consists of three tabs.
    1. Request Details – will show the users original information and changed information.
    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.
  3. The ‘Request Details’ tab will display both the current information and the requested changes. The fields that have been requested to be changed will have an orange explanation mark icon next to them to indicate a change.
  4. Screen shot of the contact update supervisor request details tab.
  5. The ‘Supervisor Comments’ tab allow the supervisor to provide additional information or an explanation if rejecting a request. Supervisor comments will be required in order to ‘Reject’ a request.
  6. Screen shot of the contact update supervisor comments tab.
  7. The Supervisor can view the history of the request by selecting the ‘Status History’ tab.
  8. Screen shot of the contact update supervisor history tab
  9. To ‘Approve’ a request:
    1. Certify the changes by clicking on the check box next to the ‘I certify …’ statement.
    2. Click on the ‘Approve’ button.
  10. To ‘Reject’ a request:
    1. Provide a comment on the ‘Supervisor’ tab.
    2. Certify the changes by clicking on the check box next to the ‘I certify …’ statement.
    3. Click ‘Reject’.
  11. A success message will be displayed after approving the change. Supervisor approved changes will be forwarded to PMS staff for review and approval. Rejected changes will be returned to the requester.
  12. Screen shot of the supervisor success message.