Payment Management System
Program Support Center

Change User Access

A user may request to modify their current access level and/or modify the organization accounts that they are associated with.

All user access changes or changes to their organization information will require approval from their supervisor and from PMS staff.

Accessing the Update Form

Users can access the ‘User Access Update Request’ page either from the ‘Home’ page or from the ‘Dashboard’ page.

To access the update form from the PMS Home page:

  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. All users will see the ‘Account Maintenance’ option.

    Screen shot of the PMS Home Page.
  3. Select ‘Update Privileges’.
  4. Screen shot of the Home Page account maintenance menu options.

To access the update form from the Dashboard:

  1. Click on the ‘Menu’ Icon.
  2. Screen shot of the dashboard menu icon.
  3. Select ‘Account Maintenance’ from the Menu.
  4. Screen shot of the dashboard menu options.
  5. Select ‘Update Privileges’.
  6. Screen shot of the account maintenance options.

User Access Update Request Form

If there are no outstanding update requests then the ‘User Access Update Request’ form is shown, displaying the users’ current approved organizations and accesses.

    Screen shot of the user access update request form.
  1. To remove an organizations that is no longer needed, click on the row in the grid to highlight the organization.
  2. Click on the ‘Remove’ button.
  3. Screen shot of the remove organizational unit option.
  4. Click ‘OK’ to confirm the deletion.
  5. Screen shot of the confirm removal popup box.

    A red minus sign (-) will display in the ‘Status’ column for the deleted organization.

    Screen shot of the updated organizational / institution grid.
  6. If an organization was removed in error the user may click on the line item that was removed.
  7. Click on the ‘Undo Remove’ button to eliminate the change.
  8. Screen shot of the undo remove button .
  9. To add additional organizations / Institutions. Click the ‘Add’ button for each Organization / Institution to be added.
  10. The Organization / Institution Popup Box will be displayed after selecting ‘Add’, provide the:
    1. Organization Name
    2. Select from one of the available Organization ID Types:
      1. EIN – Consists of the organizations Tax Identification Number, and a PMS prefix and suffix. Users may select to provide only their Tax Identification Number if the PMS prefix and suffix information is unknown.
      2. PIN – Payee Identification Number, issued by PMS. Selecting a PIN will provide the user with access to all PANs that are associated with the PIN.
      3. PAN – Payee Account Number, issued by PMS.
      4. Screen shot of the organizational unit popup selection box.

        Note: The EIN, PIN, and PAN’s must exist in PMS.

    3. Enter either the EIN, PIN, or PAN number depending on the Organization ID Type selected.
    4. When providing an EIN or PIN the user will need to select the ‘Yes’ option for ‘All Accounts’ to confirm that they would like access to all PAN’s associated with the EIN. If the answer to ‘All Accounts’ for the EIN is ‘No’ then the user should provide the PIN instead. If the answer to ‘All Accounts’ to both the EIN and PIN is ‘No’ then the user should input the individual PAN numbers that they are requesting access to.
      1. EIN are required to be 9-12 characters in length and must be valid EINs in PMS.
      2. Screen shot of the adding ein popup box.
      3. PINs are required to be 4-5 characters in length. To add multiple PINs for an organization, save the PIN and then use the organization ‘Add’ button to add additional PINs.
      4. Screen shot of the Adding PIN's popup box.
    5. PANs are required to be 5 - 7 characters in length. Click the plus sign (+) to add additional PANs for an organization.
    6. Screen shot of the Adding PANS popup box.
    7. Use the red minus sign (-) to delete any PANs added in error.
    8. Screen shot of the deleting added PANS.
  11. Click the ‘Save’ button after selecting all applicable organizations. Click ‘Clear’ the popup form. Click ‘Cancel’ to close the popup without saving.
  12. The additional added organizational units will appear in the grid with a green plus sign (+) in the status column.
  13. Screen shot of the changed organization grid.
  14. To edit a newly added organization, click in the line item to be edited and the ‘Edit’ button will appear. Click ‘Edit’ to modify the information.
  15. Screen shot of the organization edit button.
  16. Users may select additional access levels by clicking in the empty checkboxes, or delete access no longer required by unchecking items in the blue check boxes.
  17. A green plus sign (+)will appear next to newly added privileges, a red minus sign (-) will appear next to deleted privileges.
  18. Screen shot of the changed access levels.
  19. The users supervisor is required to approve all requests. The user should provide their superivsors:
    1. First Name
    2. Middle Initial (optional)
    3. Last Name
    4. Job Title
    5. Email Address
    6. Telephone number, include country code if applicable.
    Screen shot of the supervisor information form.
  20. Prior to submitting the user will need to 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.
  21. Screen shot of the certification submission screen.
  22. Click ‘Submit’ to send the request to the listed Supervisor for approval.
  23. A ‘Success’ screen will be displayed containing the Request ID.
  24. Screen shot of the update success screen.
  25. Additionally, an email will be sent to the user containing the ‘Request ID’.
  26. Screen shot of the update access change initiation email.

    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 access privileges. The user will need to wait until the pending request has been completed. This message will display even when a request has been rejected and returned to the user.

    Screen shot of the pending request message.
  27. The requester will receive the following email after all approvals have been received and the change has been completed in the system.
  28. Screen shot of a sample email following a completed access change.

Rejected Requests

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

The following email will be received by the user when a change 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.

  1. Log into PMS and click on ‘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 requests requiring action queue.
  7. Click on the action icon in the ‘Action’ column that is associated with the ‘Request Type’ of ‘Update User Access’.
  8. Screen shot of the requests requiring action queue, with the action button highlighted with a red arror.
  9. The ‘User Access 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 user access update request rejectio message.

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

    Screen shot of home page with the home icon highlighted by a red arrow.

Supervisor Review

All changes made 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 to review the update request.

To review the access privileges change requests:

  1. Click on the link in the email received.
  2. The Supervisor view of the ‘User Access Update Request’ form will be displayed. The view consists of three tabs.
    1. Request Details – will show the requested changes to organizations and the requested access levels.
    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 green plus signs (+) next to entries that have been added and red minus signs (-) next to items that have been deleted.
  4. Screen shot of the update access supervisor form.
  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 update access supervisor comments tab.
  7. The Supervisor can view the history of the request by selecting the ‘Status History’ tab.
  8. Screen shot of the update access supervisor status 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. ‘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’.
    Screen shot of the update access supervisor certification.
  11. A success message will be displayed after approving the change. Rejected changes will be returned to the requester. The ‘Home’ button will return the user to the PMS ‘Request Access’ page.
  12. Screen shot of the update access supervisor success screen.