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New User Guide

Welcome to the Department of Health and Human Services Payment Management System (PMS). This guide is to introduce our office, the Grants Finance and Administration Services to you.

Grants Finance and Administration Services (previously known as the Division of Payment Management) has almost 40 years’ experience providing grant and grant-like payments, cash management, and grant accounting support services to Federal Agencies. Grants Finance and Administration Services uses a custom-developed Payment Management System (PMS) that provides awarding Agencies and Grant recipients the tools to manage grant payment requests, and disbursement reporting activities. The PMS has been selected by the Chief Financial Officers Council - by authority of OMB - as one of the two non-DOD grants payment systems for use by the entire Federal Government. PMS leverages efficient business processes, state-of-the-art information technology, E-Government initiatives, and business expertise to build a critical link in the operation of Federal Financial assistance programs. PMS is a full service centralized grants payment and cash management system. The system is fully automated to receive payment requests, edit them for accuracy and content, transmit the payment to either the Federal Reserve Bank or the U.S. Treasury for deposit into the grantee's bank account, and record the payment transactions and corresponding disbursements to the appropriate account(s).

This guide provides information on how you may withdraw funds from your grants through the PMS and how to process required reporting electronically.

Table of Contents


General Information

Our Customers

Hours of Operation

Help Desk Information


Returning Funds

For more information about how to return funds or interest, please see our Returning Funds / Interest page.


Agency Specific Information


PMS has provided four agencies with a web page that contains information specific to that agency. The pages for those agencies are:

Links for those pages can also be found at the bottom of the left side navigation on the Grant Recipients page, which contains information for all grant recipients.


Types of International Grantees


  • Banking in the USA

  • Payments are transmitted the next business day
  • Follows the Domestic Grantee setup
  • Payments not restricted to time frame
  • Banking in your Country

  • Payments are transmitted the same day request is submitted
  • Requires additional banking information from Beneficiary Bank
  • Payments can only be requested between the hours of 5:00 AM and 3:15 PM ET Monday thru Friday.


Organization Establishment / Changes


All organizations must submit an SF-1199A, and a PMS Access Form, and International Grantees must also submit an International Bank Letter, regardless if they already have a PMS Account Number (PAN) with a different Federal Agency. Awarding agency funds are not commingled. You will have a PMS PAN for each awarding agency/department for which you have grants. (Ex. If you have a grant from the US Department of Health and Human Services, your DOL Vets grant will not be in the same PMS PAN. You will have a separate PMS PAN for your DOL Vets grant(s).)

We provide instructions for those forms, and additional information at the following links:

FOR HHS GRANTEES ALL “ORIGINAL” MATERIALS SHOULD BE SENT TO:

  • Regular Mailing Address:
  • U.S. Department of Health and Human Services
  • Payment Management Services
  • Post Office Box 6021
  • Rockville, MD 20852
  • Overnight Mailing Address:
  • U.S. Department of Health and Human Services
  • Payment Management Services
  • 7700 Wisconsin Avenue, Suite 920
  • Bethesda, MD 20814

FOR NON-HHS GRANTEES ALL “ORIGINAL” MATERIALS SHOULD BE SENT TO THE AWARDING AGENCY


Payment Management System Access Request


Access to the Payment Management System is requested via the PMS Access Form. Instructions for filling out the form can be found on page 2 of that form. You can only request access for one individual per form. You will need to submit an individual form for each individual that needs access for your organization. The PMS Access Form MUST be submitted for updates, changes, or to delete an individual's PMS account.

Requests must be faxed separately to any of the below number:
  • (301) 492-5096
  • (301) 492-4581
  • (301) 492-4511

The process may take up to ten (10) business days to complete. Notification will be sent via Email, once the process has been completed.


Accessing Payment Management System


1. At the top of the https://pms.psc.gov web page, select the red button labeled "Login to PMS".

PMS Login button screen shot, with the login button highlighted with a red box.

2. You are required to accept the terms and conditions for using the Payment Management System. That consent is given by selecting the red "Yes, I agree" button at the bottom of the Warning page.

PMS Warning page screen shot, with the yes, I agree button highlighted with a red box.

3. On the PMS Login Page, select the "Login to the Payment Management System" link

PMS Login page screen shot, with the Login to the Payment Management System link highlighted with a red box.

4. The logon box for the Payment Management System will pop up on the screen. Enter your username and password, and select the "OK" button

PMS Logon box screen shot, with the OK button highlighted with a red box.

Adhoc Grantee Inquiries


Use this process for creating, running, and storing Grantee Inquiries in the Payment Management System

  • Account Balance Data - Authorized grant award information, payments made and funds available
  • Authorization Transactions - Award amount, budget period and date posted in PMS
  • Payment Data - Payment History including payments deposited and rejected
  • Summary Grant Data - Grant expenditures reported on the most recent FFR 425 Federal Cash Transaction Report (FCTR)
Once you have accessed the Payment Management System, on the left-side menu:
  1. Select "Inquiry"
  2. Select "Adhoc Grantee Inquiry"
  3. Choose one of the four (4) inquiry types described above, from the dropdown menu
  4. Select the "Continue" button
PMS Logon box screen shot, with the OK button highlighted with a red box.

Account Balance Data

PMS Logon box screen shot, with the OK button highlighted with a red box.
  1. Entering an Inquiry Name is not necessary. Only use this if you wish to save your query for a later date.
  2. Enter the assigned PMS “Payee Account Number (PAN)” Note: You may also enter the PMS sub-account number, if desired.
  3. Select the “Run Inquiry” button.
PMS Logon box screen shot, with the OK button highlighted with a red box.
Authorized grant award information, payments made and funds available

PMS must obtain approval from Awarding Agency if grantee request funds from an “expired” grant. An “expired” grant is one that is more than 90 days past the Budget End Date.

Payments requests will be rejected if approval is not received within three (3) business days of notification from DPM Liaison Staff.

Authorization Transactions

PMS Logon box screen shot, with the OK button highlighted with a red box.
  1. Entering an Inquiry Name is not necessary. Only use this if you wish to save your query for a later date.
  2. Enter the assigned PMS “Payee Account Number (PAN)” Note: You may also enter the PMS sub-account number, if desired.
  3. Select the “Run Inquiry” button.
PMS Logon box screen shot, with the OK button highlighted with a red box.
Award amount, budget period and date posted in PMS

Payment Data

PMS Logon box screen shot, with the OK button highlighted with a red box.
  1. Entering an Inquiry Name is not necessary. Only use this if you wish to save your query for a later date.
  2. Enter the assigned PMS “Payee Account Number (PAN)” Note: You may also enter the PMS sub-account number, if desired.
  3. Select the “Run Inquiry” button.
PMS Logon box screen shot, with the OK button highlighted with a red box.

T/C (Transaction Codes)

  • 908 - Return of Funds
  • 911 - Return of Interest
  • 916 - Fed Wire "Same" Day Payments
  • 927 - ACH "Next" Day Payments
  • Z27 - Payment was rejected
  • PNT - Banking Updated

Summary Grant Data

PMS Logon box screen shot, with the OK button highlighted with a red box.
  1. Entering an Inquiry Name is not necessary. Only use this if you wish to save your query for a later date.
  2. Enter the assigned PMS “Payee Account Number (PAN)” Note: You may also enter the PMS sub-account number, if desired.
  3. Select the “Run Inquiry” button.
PMS Logon box screen shot, with the OK button highlighted with a red box.
Grant expenditures reported on the most recent FFR 425 Federal Cash Transaction Report (FCTR)

Column Definitions

  • AGY - Awarding Agency identifier
  • *GRANT* - PMS Grant Award #
  • *AUTHORIZED* - Grant award amount authorized
  • *DISBURSED* - Amount reported on the FCTR
  • *RPT DISB* - Date disbursements were last reported
  • DS (code)
    • C - Closed
    • O - Open
    • A - Active Grant
    • I - Incactive Grant
    • P - Closing Transaction Begun

OPDIV "Agency" Codes


OPDIV CODE HHS OPDIVS

  • 1 - Office of the Secretary (OS)
  • 2 - Administration for Community Living (ACL); formerly Administration on Aging (AOA)
  • 3 - Health Resources and Services Administration (HRSA)
  • 4 - Social Security Administration (SSA)
  • 5 - Centers for Medicare & Medicaid Services (CMS), legacy HCFA
  • 6 - Food and Drug Administration (FDA)
  • 8 - National Institutes of Health (NIH)
  • 9 - Centers for Disease Control and Prevention (CDC)
  • A - OASH (Office of the Assistant Secretary of Health)
  • C - Substance Abuse and Mental Health Services Administration (SAMHSA)
  • G - Administration for Children and Families (ACF)
  • J - Indian Health Service (IHS)
  • K - Agency for Healthcare Research and Quality (AHRQ)

OPDIV CODE NON-HHS

  • B - Department of Homeland Security (DHS)
  • L - Small Business Administration (SBA)
  • M - Department of Veterans Affairs (VA)
  • N - Department of the Treasury (Treas.)
  • P - Executive Office of the President (EOP)
  • R - Department of State (DOS)
  • S - National Aeronautics and Space Administration (NASA)
  • T - Department of Labor (DOL)
  • U - Corporation for National & Community Service (CNCS)
  • W - DOI (Department of Interior)
  • X - Department of Agriculture (USDA)
  • Z - United States Agency for International Development (USAID)

Requesting Payment


Payment requests may be made as often as needed:
  • Daily
  • Weekly
  • Monthly
  • Bi-monthly

However, funds must be spent within three business days!

In accordance with Department of Treasury regulations, federal cash MUST BE DRAWN SOLELY TO ACCOMMODATE YOUR IMMEDIATE NEEDS ON AN “AS NEEDED” BASIS ONLY, and must not be held in excess of three (3) working days. The Department of Treasury issued regulations governing the flow of federal cash to recipient organizations. These regulations are intended to ensure that federal cash is disbursed from U.S. Treasury coffers only when the recipient needs cash for payment purposes. The regulations minimize the negative impact of federal cash withdrawals on the public debt and related financing costs to the Federal Government. At no time, therefore, should cash be requested to cover unliquidated encumbrances, obligations, or accrued expenditures until actual program disbursements are anticipated. {Reference Circular 1075 & 1084}

With certain exceptions as outlines in Section 22 (k) and (1) of OMB Circular A-110, Federal funds are required to be maintained in interest bearing bank accounts. Interest earned is to be remitted to DPM annually. Interest up to $250 may be retained to cover administrative expenses.

Requesting Funds on a Cash Pooling Account (Non-Subaccounts = G)

Request for Payment screen shot from PMS
  1. Enter your PMS Account Number
  2. Select the "Account" button

Request for Payment - Definitions

  • Payment Due Date - Always the next business date; unless otherwise stated in your initial welcome letter.
  • Expected Disbursement - The amount needed to pay invoices, etc.
  • Cash On Hand - The amount remaining from a previous payment request.
  • Payment Request Amount - The amount you are expected to receive in your bank account.
Request for Payment screen shot from PMS

Request for Payment - Domestic Grantees

Under the "Person Requesting Funds" section:

  1. Enter or Verify the First and Last Name
  2. Enter or Verify the Phone Number and Email Address

Under the "Payment Details" section:

  1. Enter the Payment Due Date - For Domestic Grantees, this is the next business day
  2. Enter the Expected Disbursement Amount
  3. Enter the Cash on Hand
  4. Enter the Payment Request Amount

Request for Payment - International Grantees

The Request for Payment for International Grantees is the same, with the exception of the Payment Due Date. For International Grantees, the Payment Due Date is the SAME DATE that you are entering the request in PMS.

Payment Request Confirmation

Request for Payment screen shot from PMS
  1. Review the Payment Request information on the screen. If you need a copy of the screen, print the screen now.
  2. Select the Request Payment button. You will not be able to go back to a previous screen after selecting Request Payment.

You will see a message reading "Done - Transaction Complete". Your payment request has now been submitted via the Payment Management System.

Requesting Funds on a Non-Cash Pooling Account (Sub-Accounts = B & P)

Request for Payment screen shot from PMS
  1. Enter your PMS Account Number
  2. Select the "Account" button
Request for Payment screen shot from PMS

Request for Payment

Under the "Person Requestiong Funds" section:

  1. Enter or Verify the First and Last Name
  2. Enter or Verify the Phone Number and Email Address

Under the "Payment Details" section:

  1. Enter the Payment Due Date - For Domestic Grantees, this is the next business day
  2. Enter the Expected Disbursement Ammount
  3. Enter the Cash on Hand
  4. Enter the Payment Request Ammount

Request for Payment - Sub-Account selection

Request for Payment screen shot from PMS
  1. Select the PMS sub-account from which you wish to request funds. You may select as many sub-accounts as necessary.
  2. Select the "SubAmount" button

Request for Payment - Sub-Account Ammount Requested

Request for Payment screen shot from PMS
  1. For each sub-account, enter the amount you are requesting
  2. Select the "Request_Payment" button

Request for Payment - Request Payment Completed

  1. Review the information on the screen. If you need a copy of the screen, please print before you select the "Done" button.
  2. When you are done with the review, select the "Done" button.
  3. You will receive a screen with the message "Done - Transaction Complete".

Types of Payment Requests


There are three (3) types of Payment Requests:

Advanced Requests

Advanced request type of payment request screen shot from PMS

For advanced payment requests

  1. Enter the Expected Disbursement amount needed to pay invoices, etc.
  2. Enter zero (0) for no cash on hand
  3. In the Payment Request Amount Field, enter the same amount you entered in the expected disbursement amount.

Combination Requests

Combination request type of payment request screen shot from PMS

For combination payment requests

  1. Enter the Expected Disbursement amount needed to pay invoices, etc.
  2. Enter the negative amount of cash on hand. This is the amount that you have already paid out.
  3. In the Payment Request Amount Field, enter the same amount you are expected to receive in your bank account.

Reimbursable Requests

Reimbursable request type of payment request screen shot from PMS

For advanced payment requests

  1. Enter the Expected Disbursement amount as zero (0).
  2. Enter the negative amount of cash on hand. This is the amount that you have already paid out.
  3. In the Payment Request Amount Field, enter the same amount you are expected to receive in your bank account.

Bulk Payment File Processing

PMS enables a bulk payment upload to allow grantees to make payment requests from multiple sub-accounts via ACH (next business day) or Warehouse (future date) payments. For more information about uploading a bulk payment file, please go to our Payment File Upload page in the Grant Recipients section.


Reason for Denied Payments / Manual Review Flags

  • Agency Restriction
    • Awarding agency has the authority to restrict grant funding and payment requests
  • Expired Grants
    • Grants that are 90 days or greater past the award budget ending period. Approval must be received from awarding agency within three (3) business days of receipt of E-Mail from PMS Staff.
  • Reasonableness
    • Excessive payment requests may be rejected due to large payments in budget period
  • Late Federal Financial Report (FFR)
    • If the Federal (FCTR) and/or the Financial Status Report (FSR) is not filed before the due date, temporary suspension of funding privileges will occur
  • Excess Cash on Hand - 3 day rule (FCTR)
    • Funding requests will be denied if there is excessive cash on hand (FCTR)
  • Agency Approval & Confirmation

Federal Financial Report (FFR-425)

The Federal Financial Report (FFR) consists of both the Federal Cash Transaction Report (FCTR) and the Financial Status Report (FSR).

The FFR Federal Cash Transaction Report must be filed within 30 days at the end of each of the following quarter end dates:

For disbursement activity during the months of: The FFR is due on: October 1st through December 31st - 1st Qtr. January 30th January 1st through March 31st - 2nd Qtr. April 30th April 1st through June 30th - 3rd Qtr. July 30th July 1st through September 30th - 4th Qtr. October 30th

Adjustments to cumulative disbursements may be saved (to be completed at a later time BEFORE the deadline date) or certified.

If the FCTR is not filed before or on the due date, funds will be frozen until the report as been submitted.

Component #1: Cash Transaction Report

For an overview of the Federal Cash Transaction Report and additional FFR information, please visit our FFR Training Materials page.

Component #2: Financial Status Report

For questions concerning your FSR, please contact your Grants Officer.


Training Sessions

Grants Finance and Administration Services (GFAS) hosts Webinar Training Sessions for recipient organizations. Webinar Training Sessions will feature training on system access, completing a payment request, performing account inquiries, requesting reports, and completing the Federal Financial Report. A question and answer period will be provided at the conclusion of each webinar. Training Sessions are two (2) hours long. All requests must be received two days prior to training session. To register for training, send an E-Mail to PMS_Training@psc.hhs.gov. See our Grant Recipient Training page for dates and times.