Payment Management System
Program Support Center

Awarding Agency Instructions - FFR


HQ Financial Status Report (FFR) Instructions

After logging in to the Payment Management System as an Agency User with a PMS User ID and Password, select the PMS menu heading entitled: "Disbursement".

Screen shot of PMS after logging in with the Disbursement menu node highlighted with a red box.

Under the "Disbursement" node, select the sub-heading entitled "FFR Financial Status Report".

Screen shot of the PMS Disbursement menu node expanded and the FFR Financial Status Report highlighted with a red box.

Financial Status Report Search – Select an Agency Screen

From the "Grant Agency ID" dropdown box, select 2-HHS-ADMINISTRATION FOR CHILDREN & FAMILIES.

Screen shot of the Financial Status Report Search screen with a Grant Agency ID of '2-HHS-ADMINISTRATION FOR CHILDREN & FAMILIES' chosen, and the Continue button highlighted with a red box.

The three button choices are:

  1. Continue - Selecting the Continue button accepts the choice and continues to the Financial Status Report Search screen.
  2. Clear - Selecting the Clear button will clear the data entered.
  3. Cancel - Selecting the Cancel button will cancel the transaction.

Select the Continue button to accept the choice, and move on to the Financial Status Report Search screen.


Financial Status Report Search – Search Criteria Screen

The Financial Status Report Search screen is used to search for FSR reports.

Screen shot of the Financial Status Report Search screen with the account number Z8888P1 in the Payee Account Number field, and the Report Status radio button 'P' selected.
  1. Enter the assigned "Payee Account Number (PAN)". Please use a leading and/or trailing asterisk (*) for a partial search in the Payee Account field.
  2. Optional: Reporting Period(s), using Current/Future or All. 'Current/Future' is the default option. Selecting 'All' adds the Extended Search Criteria choice, which requires you to select a Report Quarter End Date from the dropdown menu.
  3. Optional: Select Delinquent Report(s), using Yes or No only. 'No' is the default option.
  4. Optional: Select the Grant Agency ID from the Dropdown Box.
  5. Optional: Enter Federal Grant ID Contains Document number, based on ACF Agency. Please use a leading and/or trailing asterisk (*) for a partial search in the Federal Grant ID Field.
  6. Select Report Status from the following options:
    • N -- Report Available to be completed
    • S -- Report Prepared by Grantee
    • P -- Report Certified/Pending Agency Approval
    • R -- HQ Awarding Agency Review Rejection
    • A -- HQ Awarding Agency Approval
    • T -- Regional Awarding Agency Approval
    • F -- Regional Awarding Agency Review Rejection
    • ALL Report Statuses.

NOTE: The above bold report statuses are involved when Agency Users Review to Approve or Reject FSR report. Selecting "ALL Report Statuses" will allow the use of the optional Report Quarter End Date dropdown menu.

The three button choices are:

  1. Continue - Selecting the Continue button accepts the choice and continues to the Financial Status Report – Current/Future Report screen.
  2. Clear - Selecting the Clear button will clear the data entered.
  3. Cancel - Selecting the Cancel button will cancel the transaction.

After entering the assigned "Payee Account Number (PAN)" and selecting T -- Regional Awarding Agency Approval via the Report Status radio button, select the Continue button to accept the choices and move on to the Current/Future Report screen.


Financial Status Report Current/Future Report Screen – See Workflow

If an exact match to the Payee Account or/and Federal Grant ID exists, the Federal Financial Report screen will be displayed.

Screen shot of the Financial Status Report Current/Future Report screen with a red arrow pointing at the 'See Workflow' choice, selected from the 'I want to...' dropdown menu.

The Financial Status Report – Current/Future Report screen is used to access the FSR Reports from the current reporting period.

Select the New Search button to go back to the Financial Status Report Search Screen.

Under the 'Action' item column dropdown I want to... menu - Select an Action item from these options:

  • View
  • Print
  • Subscribe/Unsubscribe
  • See Workflow
  • Review
  • See Comments

Select the "See Workflow" - option to go to the Financial Status Report Workflow Screen. See Workflow will show you where you are in the reporting process.


Financial Status Report Workflow Screen

Screen shot of the Financial Status Report Workflow Screen.

Select the Return to List button to go back to the Financial Status Current/Future Report Search Screen.


Financial Status Report Current/Future Report Screen - View

Under the 'Action' item I want to... dropdown menu, select "View" to go to the Federal Financial Status Report to view the FSR report.

Screen shot of the Financial Status Report Current/Future Report screen with a red arrow pointing at the 'View' choice, selected from the 'I want to...' dropdown menu.

Federal Financial Report Screen – View Mode

Screen shot of the top half of the FSR in 'View' mode. Screen shot of the bottom half of the FSR in 'View' mode.

The "Print" and "Review" buttons are available in 2 places:

  • On the Financial Status Current/Future Report Search/List Screen under "Action" items
  • On the FSR Report View

Review the FSR report data from the view and select the "Done" button.

The Federal Financial Report screen will display "Done Transaction Complete".


Federal Financial Report Screen – Transaction Complete

Screen shot of the Federal Financial Report 'Done - Transaction Complete' screen.

Select the Return to List button to go back to the Financial Status Current/Future Report Search Screen.


Financial Status Report Current/Future Report Screen - Print

Under the 'Action' item I want to... dropdown menu, select the "Print" - option to open the Federal Financial Status Report in print mode, in order to print the FSR report.

Screen shot of the Financial Status Report Current/Future Report screen with a red arrow pointing at the 'Print' choice, selected from the 'I want to...' dropdown menu. Screen shot of the top half of the FSR in 'Print' mode.

You can also print the FSR from the View screen, by selecting the Print button at the bottom of the FSR.


Financial Status Report Current/Future Report Screen - See Comments

Under the 'Action' item I want to... dropdown menu, select the "See Comments" - option to proceed to the next screen entitled "FFR Agency Review", to view any comments entered by the Regional Awarding Agency User.

Screen shot of the Financial Status Report Current/Future Report screen with a red arrow pointing at the 'See Comments' choice, selected from the 'I want to...' dropdown menu.

Financial Status Report Current/Future Report Screen - Review

The FFR Agency Review option is used by Awarding Agency users to review, approve or reject certified PMS FFR Financial Status Report (Formerly SF-269) submissions. When the FFR Agency Review option is selected from the PMS menu, the "FFR Agency Review Criteria" screen will be displayed. Follow the steps outlined below to complete the FFR Agency Review process.

NOTE: From the Financial Status Report Search Criteria screen, Select Report Status must be "T -- Regional Awarding Agency Approval"

Under the 'Action' item I want to... dropdown menu, select the "Review" - option to proceed to the next screen entitled "FFR Agency Review".

ACF Agency Users have an option to Review FSR reports for single and multiple grants:

  • Single Grant - for a payee account by using "Review" option.
  • Multiple Grants for a payee account by using "Group Review" button.
Screen shot of the Financial Status Report Current/Future Report screen with a red box around the 'Review' choice, selected from the 'I want to...' dropdown menu, and a red box around the button labeled 'Group Review'.

FFR Agency Review Screen

From the "FFR Agency Review" screen the following information is displayed:

  • Grant Number
  • PMS Payee Acct
  • Grantee Organization
  • Grantee Org EIN
  • Reporting Period
  • Report Status

The Previous Reviewer Information, which shows:

  • Reviewer Name
  • Phone number
  • Email
  • Review Date
  • Review Comments

And, the Current Reviewer Information, which shows:

  • Report Status
  • Reviewer Name
  • Phone number
  • Email
  • Review Date

The reviewer may enter comments in the Review Comments field when accepting the FSR Report; however comments are mandatory when the reviewer is rejecting an FSR.

When Review Comments are completed, Click either ACCEPT or REJECT.

If you wish to perform the same transaction with a different grant, click Return to List. The Cancel button will go back to the previous screen for a different selection.

Screen shot of the FFR Agency Review screen, before comments and approval.

FFR Agency Review Screen – Mandatory Grants

For Mandatory Grants there are two levels of approval, Regional and HQ. The system will verify that the ACF user who is reviewing the FSR report submitted by the grantee is not the same person who is approving the FSR report:

  • FSR report review and Accept/Reject by Regional Awarding Agency Users
  • Accepted FSR report is Approve/Reject by HQ Awarding Agency Users

For Discretionary Grants two level verification is optional. The same user can review and approve the FSR report.

Review the FSR Report by Regional Awarding Agency User because it is a Mandatory Grant. Select the ACCEPT button where Review Comments are optional to Accept the report.

Screen shot of the FFR Agency Review screen with a red box around 'Review Comments' and a red box around the 'Accept' button, with the comments 'All the amounts are reviewed and correct.  Report is accepted' typed into the comments area.

FFR Agency Review Screen – Transaction Complete

Once accepted, the screen will display the "ACCEPT Transaction Complete" message.

Screen shot of the FFR Agency Review screen displaying the informational message 'ACCEPT, Transaction Complete'.

Click the Return to List button to go back to the Financial Status Current/Future Report Search screen.


Financial Status Report Current/Future Report Screen – Verify Status

You can verify that the status of the FSR has changed, by going back to the Financial Status Report Search criteria screen, and entering the "Payee Account Number (PAN)" and selecting "ALL Report Statuses" from the Select Report Status box. If the Financial Status Report Current/Future Report Screen shown below, shows the report has a Status of "A", then it has been approved.

Screen shot of the Financial Status Report Current/Future Report screen with a red box around the 'A' in the Status box, and a red arrow pointing at the 'A - HQ Awarding Agency Approval', listed on the report status key at the bottom of the screen.

Regional Agency User Financial Status Report (FSR) Instructions

After logging in to the Payment Management System as an Agency User with a PMS User ID and Password, select the PMS menu heading entitled: "Disbursement".

Screen shot of PMS after logging in with the Disbursement menu node highlighted with a red box.

Under the "Disbursement" node, select the sub-heading entitled "FFR Financial Status Report".

Screen shot of the PMS Disbursement menu node expanded and the FFR Financial Status Report highlighted with a red box.

Financial Status Report Search – Select an Agency Screen

From the "Grant Agency ID" dropdown box, select 2-HHS-ADMINISTRATION FOR CHILDREN & FAMILIES.

Screen shot of the Financial Status Report Search screen with a Grant Agency ID of '2-HHS-ADMINISTRATION FOR CHILDREN & FAMILIES' chosen, and the Continue button highlighted with a red box.

The three button choices are:

  1. Continue - Selecting the Continue button accepts the choice and continues to the Financial Status Report Search screen.
  2. Clear - Selecting the Clear button will clear the data entered.
  3. Cancel - Selecting the Cancel button will cancel the transaction.

Select the Continue button to accept the choice, and move on to the Financial Status Report Search screen.


Financial Status Report Search – Search Criteria Screen

The Financial Status Report Search screen is used to search for FSR reports.

Screen shot of the Financial Status Report Search screen with the account number Z8888P1 in the Payee Account Number field, and the Report Status radio button 'P' selected.
  1. Enter the assigned "Payee Account Number (PAN)". Please use a leading and/or trailing asterisk (*) for a partial search in the Payee Account field.
  2. Optional: Reporting Period(s), using Current/Future or All. 'Current/Future' is the default option. Selecting 'All' adds the Extended Search Criteria choice, which requires you to select a Report Quarter End Date from the dropdown menu.
  3. Optional: Select Delinquent Report(s), using Yes or No only. 'No' is the default option.
  4. Optional: Select the Grant Agency ID from the Dropdown Box.
  5. Optional: Enter Federal Grant ID Contains Document number, based on ACF Agency. Please use a leading and/or trailing asterisk (*) for a partial search in the Federal Grant ID Field.
  6. Select Report Status from the following options:
    • N -- Report Available to be completed
    • S -- Report Prepared by Grantee
    • P -- Report Certified/Pending Agency Approval
    • R -- HQ Awarding Agency Review Rejection
    • A -- HQ Awarding Agency Approval
    • T -- Regional Awarding Agency Approval
    • F -- Regional Awarding Agency Review Rejection
    • ALL Report Statuses.

NOTE: The above bolded report statuses are involved when Agency Users Review to Approve or Reject FSR report.

The three button choices are:

  1. Continue - Selecting the Continue button accepts the choice and continues to the Financial Status Report – Current/Future Report screen.
  2. Clear - Selecting the Clear button will clear the data entered.
  3. Cancel - Selecting the Cancel button will cancel the transaction.

After entering the assigned "Payee Account Number (PAN)" and selecting P -- Report Certified/Pending Agency Approval via the Report Status radio button, select the Continue button to accept the choices and move on to the Current/Future Report screen.


Financial Status Report Current/Future Report Screen – See Workflow

If an exact match to the Payee Account or/and Federal Grant ID exists, the Federal Financial Report screen will be displayed.

Screen shot of the Financial Status Report Current/Future Report screen with a red arrow pointing at the 'See Workflow' choice, selected from the 'I want to...' dropdown menu.

The Financial Status Report – Current/Future Report screen is used to access the FSR Reports from the current reporting period.

Click the New Search button to go back to the Financial Status Report Search Screen.

Under the 'Action' item column dropdown I want to... menu - Select an Action item from these options:

  • View
  • Print
  • Subscribe/Unsubscribe
  • See Workflow
  • Review

Select the "See Workflow" - option to go to the Financial Status Report Workflow Screen. See Workflow will show you where you are in the reporting process.


Financial Status Report Workflow Screen

Screen shot of the Financial Status Report Workflow Screen.

Click the Return to List button to go back to the Financial Status Current/Future Report Search Screen.


Financial Status Report Current/Future Report Screen - View

Under the 'Action' item I want to... dropdown menu, select "View" to go to the Federal Financial Status Report to view the FSR report.

Screen shot of the Financial Status Report Current/Future Report screen with a red arrow pointing at the 'View' choice, selected from the 'I want to...' dropdown menu.

Federal Financial Report Screen – View Mode

Screen shot of the top half of the FSR in 'View' mode. Screen shot of the bottom half of the FSR in 'View' mode.

The "Print" and "Review" buttons are available in 2 places:

  • On the Financial Status Current/Future Report Search/List Screen under "Action" items
  • On the FSR Report View

Review the FSR report data from the view and select the "Done" button.

The Federal Financial Report screen will display "Done Transaction Complete".


Federal Financial Report Screen – Transaction Complete

Screen shot of the Federal Financial Report 'Done - Transaction Complete' screen.

Select the Return to List button to go back to the Financial Status Current/Future Report Search screen.


Financial Status Report Current/Future Report Screen - Print

Under the 'Action' item I want to... dropdown menu, select the "Print" - option to open the Federal Financial Status Report in print mode, in order to print the FSR report.

Screen shot of the Financial Status Report Current/Future Report screen with a red arrow pointing at the 'Print' choice, selected from the 'I want to...' dropdown menu. Screen shot of the top half of the FSR in 'Print' mode.

You can also print the FSR from the View screen, by selecting the Print button at the bottom of the FSR.


Financial Status Report Current/Future Report Screen - Review

The FFR Agency Review option is used by Awarding Agency users to review, approve or reject certified PMS FFR Financial Status Report (Formerly SF-269) submissions. When the FFR Agency Review option is selected from the PMS menu, the "FFR Agency Review Criteria" screen will be displayed. Follow the steps outlined below to complete the FFR Agency Review process.

NOTE: From the Financial Status Report Search Criteria screen, Select Report Status must be "P -- Report Certified/Pending Agency Approval"

Under the 'Action' item I want to... dropdown menu, select the "Review" - option to proceed to the next screen entitled "FFR Agency Review".

ACF Agency Users have an option to Review FSR reports for single and multiple grants:

  • Single Grant - for a payee account by using "Review" option.
  • Multiple Grants for a payee account by using "Group Review" button.
Screen shot of the Financial Status Report Current/Future Report screen with a red box around the 'Review' choice, selected from the 'I want to...' dropdown menu, and a red box around the button labeled 'Group Review'.

FFR Agency Review Screen

From the "FFR Agency Review" screen the following information is displayed:

  • Grant Number
  • PMS Payee Acct
  • Grantee Organization
  • Grantee Org EIN
  • Reporting Period
  • Report Status
  • Reviewer Name
  • Phone number
  • Email
  • Review Date

The reviewer may enter comments in the Review Comments field when accepting the FSR Report; however comments are mandatory when the reviewer is rejecting an FSR.

When Review Comments are completed, Click either ACCEPT or REJECT.

If you wish to perform the same transaction with a different grant, click Return to List. The Cancel button will go back to the previous screen for a different selection.

Screen shot of the FFR Agency Review screen, before comments and approval.

FFR Agency Review Screen – Mandatory Grants

For Mandatory Grants there are two levels of approval, Regional and HQ. The system will verify that the ACF user who is reviewing the FSR report submitted by the grantee is not the same person who is approving the FSR report.

For Discretionary Grants two level verification is optional. The same user can review and approve the FSR report.

Review the FSR Report by Regional Awarding Agency User because it is a Mandatory Grant. Click the ACCEPT button where Review Comments are optional to Accept the report.

Screen shot of the FFR Agency Review screen with a red box around 'Review Comments' and a red box around the 'Accept' button, with the comments 'All the amounts are reviewed and correct.  Report is accepted' typed into the comments area.

FFR Agency Review Screen – Transaction Complete

Once accepted, the screen will display the "ACCEPT Transaction Complete" message.

Screen shot of the FFR Agency Review screen displaying the informational message 'ACCEPT, Transaction Complete'.

Click the Return to List button to go back to the Financial Status Current/Future Report Search screen.


Financial Status Report Current/Future Report Screen – Verify Status

You can verify that the status of the FSR has changed, by going back to the Financial Status Report Search criteria screen, and entering the "Payee Account Number (PAN)" and selecting "ALL Report Statuses" from the Select Report Status box. If the Financial Status Report Current/Future Report Screen shown below, shows the report has a Status of "T", then it has been approved at the Regional Awarding Agency level.

Screen shot of the Financial Status Report Current/Future Report screen with a red box around the 'T' in the Status box, and a red arrow pointing at the 'T - Regional Awarding Agency Approval', listed on the report status key at the bottom of the screen.