Payment Management System
Program Support Center

PMS 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 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, 7th Floor
Bethesda, MD 20814

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


Request New User Access

To gain access to PMS so they can view available funds, request funds, or submit reports users will need to request permission and be approved by PSC. Recipients will be required to make an online request to obtain this access. Users will need to provide information concerning their organization, their contact and supervisor information, and select the requested access level required. After submitting their request their supervisor will need to verify the information provided and if correct will need to submit it to PSC. PSC will review the request and verify the provided information. Once they issue their approval a user name and a temporary password will be issued to the requester.

Flowchart of the User Access request process

Requesting Access

  1. Access the PSC Home page at https://pms.psc.gov
  2. Select ‘Request Access’ from the right hand side of the PMS Home Page.
  3. Screen shot of the PMS home page.
  4. Click on the ‘Create New User’ button. To return to the Home Page, click on the ‘x’ and select Home Page.
  5. Screen shot of user registration selection box
  6. The ‘New User Access Request’ form is displayed.
  7. Screen shot of the new user request form.
  8. Select the User Type ‘Grantee/Recipient’ from the dropdown box.
  9. Screen shot showing the user type being selected.
  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 Address’ field.
  11. Click ‘Request Email Verification Code’ for an email to be sent to the email address.
  12. Screen shot of the request verification dialogue
  13. Click ‘OK’, a success message will be displayed.
  14. Screen shot of the success message

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

    Note: The user will need to request a new verification code if the verification code is not used within the 30 allotted minutes or if the user closes the ‘New User Access Request’ window.

    Screen shot that the verification mail has been sent

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

  15. Enter the six digit code in the 'Email Verification Code’ field.
  16. From the ‘Security Question’ dropdown box select one of the question. This question and its answer will pretain to the user access request process only.
  17. Screen shot of the security question dropdown.
  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 a request or when required to modify a request.

    Screen shot of the security question and security answer fields
  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 entry area
  22. Select the ‘Submit’ button on the bottom of the page. If the user no longer wants to submit the information they may clear the form and to provide different information by using the ‘Clear Form’ button or cancel the request by selecting ‘Cancel’.
  23. Screen shot of the submit request screen, with the submit button highlighted

    The PMS Access Request form will be displayed, requesters will need to provide:

    • Their organization information including the organiztion name and either the organizations EIN, PIN, or PAN’s that the user needs access to.
    • User contact information comprising of their work address and telephone number.
    • Select the type of access that they are requesting.
    • Their supervisors information including their name, title, email, and phone number.
    • Optional comments may be provided.
    Screen shot of the grantee access request screen
  24. Select the ‘Add’ button to provide the Organization/Institution information that you want access to. Use the ‘Add’ button for each organization that you need access to.
  25. Screen shot showing what to select to add an organization.
  26. The Organization / Institution Popup Box will be displayed after selecting ‘Add’, provide,
    1. The 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 PAN that are associated with the PIN.
      3. PAN – Payee Account Number, issued by PMS.
      Screen shot of organization name entry field.

      Note: The EIN, PIN, and PAN’s must exist in PMS to be approved by PSC.

    3. Enter either the EIN, PIN, or PAN number depending on the Organization ID Type selected.
    4. Screen shot of the EIN entry field, after EIN is chosen as the Organization ID type.
    5. 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 EIN entered in the EIN entry field, and Yes selected for All accounts.
      3. PINs are required to be 4-5 characters in length. To add multiple PIN for an organization, save the PIN and then use the organization ‘Add’ button to add additional PINs.
      4. Screen shot of PIN entry filed, after PIN is chosen as the Organization ID type.
    6. PANs are required to be 5 - 7 characters in length. Click the green plus sign (+) to add additional PANs for an organization.
    7. Screen shot of PAN entry field after PAN is chosen as the Organization ID type.
    8. Use the red minus sign (-) to delete any PANs added in error.
    9. Select ‘Save’ to add the organization information to the request.
    10. Screen shot of additional PAN's being added to the organization name
    11. The organization information will be shown in the Organization/Institution Section.
  27. To either ‘Remove’ or ‘Edit’ a organization, select the organization in the grid by clicking anywhere on the line and then select either ‘Remove’ or ‘Edit’.
  28. Screen shot of the completed organization information view.
  29. Within the ‘Contact Information’ section provide the following recipient contact information:
    1. First Name
    2. Middle Initial (optional)
    3. Last Name
    4. Job Title
    5. Full Address, including Country
    6. Phone number including Country code
    7. Telephone number type
    Screen shot of the user contact information entry fields
  30. Error messages will be displayed for missing required information.
  31. Screen shot of user contact information entry fields showing errors
  32. Select the country from the drop down list provided.
  33. Screen shot of country selection dropdown.
  34. When ‘United States’ is selected as the country, the 'State' field will appear and the requester will be required to select the applicable state from the drop down box.
  35. Screen shot of country selection dropdown with United States chosen.
  36. Provide a contact phone number. The country code for the phone number will automatically be filled in depending on the country selected in the address field. To override the country code select the checkbox ‘Do you want to override the Country Code?’ and provide the appropriate country code.
  37. Select from the ‘Telephone Type’ drop down box the phone type of the number provided.
    1. Cell
    2. Home
    3. Office
    Screen shot of telephone information entry area.
  38. Users will need to select the type of access that they need. The following levels of access are available in PMS.
  39. Access Level Description
    Grantee Inquiry Default.
    Account Maintenance Default. Allows for updating of user information such as contact information.
    Read Only Access This access is inquiry only. This access should only be chosen when not choosing other accesses or in conjunction with FFR View access.
    Payment Request Access to request funds. This access includes the ability view inquiries
    Federal Cash Transaction Report (FCTR) - View Access to view the quarterly FCTR in which recipients report cumulative federal cash disbursements. This report is used by Payment Managment Services to manage recipient accounts. This report is required for all G and P type accounts.
    Federal Cash Transaction Report (FCTR) - Preparer Access to prepare the quarterly FCTR in which recipients report cumulative federal cash disbursements. The ability to View the FCTR is automatically included when choosing this option.
    Federal Cash Transaction Report (FCTR) - Certifier Access to certify the quarterly FCTR in which recipients report cumulative federal cash disbursements. The ability to View the FCTR is automatically included when choosing this option.
    Federal Status Report (FSR) - View Access to view the expenditure report formerly known as the Financial Status Report (FSR).
    Federal Status Report (FSR) - Preparer Access to prepare the expenditure report. The ability to view the FSR is automatically included when choosing this option.
    Federal Status Report (FSR) - Certifier Access to certify the expenditure report. The ability to view the FSR is automatically included when choosing this option.

    Check all access levels required.

    Screen shot of the access level choices.
  40. A supervisor will be required to approve the request. Provide your superivsors:
    1. First Name
    2. Middle Initial (optional)
    3. Last Name
    4. Job Title
    5. Email Address
    6. Telephone number
    Screen shot of supervisor information entry fields.

    Note: If you are the highest ranking person in your organization, then provide your own information for the Supervisor information.

  41. If the recipient wants to explain why they need access or provide additional information to help PSC verify their information they may provide this information in the comment field. Up to 1000 characters will be accepted.
  42. Screen shot of the comment  entry area.
  43. 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.
  44. Screen shot of certification display, with the submit button highlighted.

    Note: Users that check the certify box and then return to amend any of their answers will be required to recertify their answers prior to being able to successfully submit their application.

  45. Recipients may click the ‘Save’ button at any time to save and exit the request. A Request ID will be emailed to the email address provided. The Request ID and the security question initially selected and its answer will be required to retrieve the request.
  46. Click ‘Submit’ to send the request to the listed Supervisor for approval.
  47. A ‘Success’ screen will be displayed containing the Request ID.
  48. Screen shot of a successful request.

    Additionally, an email will be sent to the user containing the ‘Request ID’. The recipient will need to use the ‘Request ID’ along with the security question they selected to check on the status of a request or make updates to saved requests. The provided User ID and the associated security question are valid only while the request is being processed. Once the request has been approved the user will be issued their permanent User ID and will select new security questions to be associated with their new ID.

    Screen shot of email received after a successful request, with the Request ID circled.

    A rejection email will be received if either the supervisor or PMS returns the request for changes.


Retrieving Existing Requests

Recipients may return to requests in order to complete, fix, or to check on their status.

To either return or check on the status of a submitted request:

  1. The user may either:
    1. Access the PSC Home page at https://pms.psc.gov and select ‘Request Access’ under the login button.
    2. For rejected requests, click on the link listed in the rejection email.
    Screen shot of a sample rejection email.
  2. Select ‘Retrieve Existing Request’.
  3. Screen shot of User Registration selection box.
  4. The user will be prompted to provide their:
    1. Request ID – The ID can be found in the email that was initially sent by the system to the user after submitting or saving the registration form.
    2. Security Question – The security question that the user initially selected during the requesting process.
    3. Security Answer – Provide the answer to the security question selected. Field is case sensitive.
    4. Captcha Field – Enter the characters that are displayed in the image provided. If unable to read the displayed characters click on the refresh icon next to the image to obtain a new character set.
    Screen shot of the retrieve existing access request form.

    Error messages will be displayed if the incorrect Security Question is selected and answered. If a user can no longer recall the question selected then they will need to create a new request.

    Screen shot of retrieve existing access request form with errors detected.
  5. Click ‘Submit’ after providing the correct information to update the initial request. If the initial request was rejected the rejection reason will be seen in the ‘Request Details’ section.
  6. Screen shot of a retrieved system access request.

    If the request has already been submitted and a review is in progress then the current status of the request will be displayed to the user.

Screen shot of request in progress, with the request details pop-up box showing the request details.

Supervisor Review

After a user requests access to PMS the supervisor designated in the request will need to review the submitted information and verify its accuracy. The supervisor information provided by the user will be 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 email sent to the supervisor with the link to the request in the email.
  3. The Supervisor view of the Payment Management System Access Request will be displayed. The view will consist of three tabs.
    1. Request Details – will list the information that the user requesting the access provided.
    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.
  5. After verifying that the provided information is correct the supervisor will be required to certify that the information is true. Click on the box associated with the ‘I certify…’ statement.
  6. Click the ‘Approve’ button. The request will then be sent to PSC for verification and approval.
  7. Screen shot of the supervisor view of the system access request form.
  8. If the information needs revision then the Supervisor should select the ‘Supervisor Comments’ tab and provide the required changes in the comments section. The Supervisor should then click on the ‘Reject’ button on the ‘Request Details’ tab. An email will be sent to the recipient indicating that the request has been rejected and the request will be available for the recipient to edit.
  9. Screen shot of supervisor comments tab seleted, showing the comment area.
  10. The Supervisor can view previous comments made either by them or by PMS by selecting the ‘Status History’ tab.
  11. Screen shot of status history tab selected, and the status information.
  12. A success screen will be shown to the supervisor after they have approved the request.
  13. Screen shot of the success message after the supervisor has approved the request.

Receiving your User ID

Once the supervisor has approved your request for access the request will be forwarded to PSC. PSC will verify the information provided and determine if PMS access should be granted. If it is determined that PMS access will be granted the recipient will receive an email from the system containing their User ID and a temporary password.

  1. Use the link provided in the email to access the PSC home and PMS user login page.
  2. Screen shot of email received with the PMS Username and temporary password.
  3. Use the User Name and the temporary password provided in the email
  4. Read the ‘Government terms of use’ and click the ‘I agree’ checkbox.
  5. Click ‘Login’.
  6. Note: User name and passwords are case sensitive

    Screen shot of PMS home page with the user information entered into the PMS Secure Login area.
  7. An error message will be received if either the login or password is invalid.
  8. Screen shot of error message received if there are username or password errors.

    Following successful first time login, users will need to:

    • Change their password
    • Set up their security questions
    • Certify that they are authorized to use the system.

    New users will be shown the ‘Manage User Information’ page.

  9. Users will need to provide the temporary assigned password and then provide a new password.
  10. Passwords are expected to have the following characteristics.

    • Passwords are case sensitive
    • The password must be between 8 and 30 characters long
    • The password may not contain any spaces
    • The password must NOT contain commonly used words.
    • The password must contain at least 1 uppercase letter.
    • The password must contain at least 1 lowercase letter.
    • The password must contain at least 1 number
    • The passowrd must constian at least 1 special charcter but exclude single quote, double quote, colon, or semicolon.
    • You cannot resue a password for 300 days and your last 6 passwords.
    • The password may not contain significant portions of your PMS User ID, first or last name.
  11. Click on the ‘Request Verification Code’ button. A six digit code will be sent to the email address on file immediately.
  12. Provide the code received in the ‘Verification Code’ field.
  13. Select your three (3) Security Questions and Answers.
    1. From each of the Drop downs select a security question.
    2. Provide the appropriate answer in the text box below.
  14. Read the Certification statement and then certify by clicking in the checkbox provided.
  15. Click the ‘Change’ button.
  16. Screen shot of Manage User Information Page.

    After clicking the ‘Change’ button users will be immediately logged out and should log into PMS using their newly updated password.

    Screen shot of My User Info screen, with the Security Questions tab selected, to set up your self service password reset.

    All users are required to self-certify annually. The ‘PMS Annual Self Certification’ page will be automatically displayed following the first successful login to the system. Read the certification information and then select the ‘I Agree’ button.

    Screen shot of pop-up box from successfully changing your password.

    The user will be brought to the PMS Home Page.

    Screen shot of the Self Certification screen.

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.

Deactivate User Access

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.

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.

Accessing Payment Management System

1. On the right side of the PMS web page under Secure PMS Login, enter your PMS username and password.

PMS Secure Login box screen shot, with the username and password area 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 empty check box that reads "I agree to the Government terms of use".

PMS Secure Login box screen shot, with the I agree to the Government terms of use check box highlighted with a red box.

3. With your username and password information filled in, and after agreeing to the Government terms of use, select the "Login" button.

PMS Secure Login box screen shot, with the Login 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 an Awarding Agency if a grantee requests funds from an “expired” grant. An “expired” grant is one that is more than 90 days past the Budget End Date.

Payment requests will be rejected if approval is not received within three (3) business days of notification from PMS 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.

Payment File Upload

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. State entities may make bulk payments via FEDWIRE only for mandatory programs which require same day payments.

  • The bulk payment file feature may be added to any existing PMS user profile once the Change User Access is submitted.
  • Please see the Instructions section below for Uploading your Payment File

NOTE: For additional assistance with using the new bulk payment file feature in PMS, please contact the ONE-DHHS Help Desk at 1-877-614-5533 or PMSSupport@psc.gov.


Instructions

Download the Payment Data Template

Screen shot of the FCTR report search page.

After logging in to the Payment Management System with a PMS User ID and password, select “Payment” from the menu, and then select “Payment File Processing”.

Screen shot of the FCTR report search page.

From the option menu select the radio button for “Download Payment Data Template”, and then select the “Continue” button.

Screen shot of the FCTR report search page.

PSC recommends that the file be saved to the desktop as either a “.csv” or “.txt” document for easy retrieval. When retrieving the saved document, remember the file name that has been saved in order to upload the correct bulk payment file.


Upload the Payment Request File

Once the payment request amounts have been entered and saved, from the “Payment File Processing” screen, select "Upload Payment Request File", and then select the "Continue" button.

Screen shot of the FCTR report search page.

Select “Browse” to retrieve the bulk file payment document from the desktop or the location of the saved file. Choose your "Payment Type". In this example, we've chosen “ACH (Next day pay)”. Select the “Upload” button to submit the data entered as a payment request.

Screen shot of the FCTR report search page.

The "Upload Summary" screen allows you to verify that the correct file is chosen. If uploading multiple Payee Accounts, select an “Upload ID”.

Screen shot of the FCTR report search page.

Select “Submit Payment Request”.


Payment Request

You'll receive an informational message about the payment due date based on the Payment Type.

Screen shot of the FCTR report search page.

Select the OK button to continue.

Screen shot of the FCTR report search page.

Verify or Enter:

  • Name
  • Telephone Number
  • E-Mail Address
  • Payment Due Date (always the next business date; unless otherwise stated in your initial welcome letter)
  • Expected Disbursement Amount (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)

Select the "Continue" button

Screen shot of the FCTR report search page.

Verify that all payment request amounts have been correctly uploaded into PMS. Select the "Cancel" button to go back to the previous screen and make changes. If you need a copy for your records, please print this screen before selecting Request Payment. You will not be able to access previous screens. To submit the request, select the "Request_Payment" button.

Screen shot of the FCTR report search page.

Once the transaction number appears, print the screen which shows all payment request information. Select the “DONE” button after printing the screen for your records. If the payment passes all edits, it will not be reviewed by a PMS Liaison account.


Screen shot of the FCTR report search page.

When “TRANSACTION COMPLETE” screen is shown, the ACH bulk file payment request has been submitted in PMS. Payment will be deposited in the bank account on the next business day. Click on “Repeat Same Transaction Type”, to return to the Payment File Processing Menu


Request Payment from Upload

Screen shot of the FCTR report search page.

If multiple PMS Accounts were uploaded, select “Request Payment from Upload” to process the other accounts.

Screen shot of the FCTR report search page.

Select the radio button next to the “Upload ID” for the PMS Account you want to submit the payment request. Select the “Continue” button. Follow the same procedures for submitting payment requests demonstrated above.


Remove Upload Payment Data

If you don’t want to use a data file that you have uploaded, you can remove it from the system. From the main screen, select the “Remove Upload Payment Data” radio button, and then select the “Continue” button.

Screen shot of the FCTR report search page.

You will see your uploaded filenames. To remove a data file, select the radio button next to the filename and select the "Continue" button.

Review to ensure that is the data file you wish to remove.

Screen shot of the FCTR report search page.

Select the "Remove" button.

Screen shot of the FCTR report search page.

The notification “Remove Transaction Complete” will be displayed.

Screen shot of the FCTR report search page.

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.

Insider Tips for Making the PMS Process Work Smoothly For You:

  1. In accordance with OMB Circulars A-102/2 CFR Part 215 and A-110, award funds are to be requested for immediate disbursement (3 business days) unless otherwise stated in the Notice of Award. Requests for reimbursement may be made at any time. Grantees should not be holding excess cash. Funds may be requested as needed.

  2. Promptly return any funds you will not spend within three business days.

  3. Be sure to submit your Federal Cash Transaction Report (FCTR) on time. If PSC does not receive your report by the due date, funds may not be released until the report is completed.

  4. Promptly respond to PSC requests for information. PSC cannot release funding until it receives the information.

  5. Be accurate; this goes without saying. Review your FCTR each quarter and reconcile any differences with your records.

  6. Contact your awarding office (not PSC) for issues regarding your award or the Financial Status Report. PMSvcs does not issue or adjust awards.

  7. Contact the ONE DHHS Help Desk for issues regarding your draw-down requests, password resets, cash management rules, and the FCTR. Always have your PMS PIN, payment account number (PAN), or EIN handy.