The Useful Tips offers some shortcuts to information that our experienced Account Liaison staff has organized. The information is based upon their years of experience in assisting a variety of awarding agencies and grant recipients.

Reminder: any questions about Grants should be directed to your Awarding Agency and their respective Grants Management Specialist.

• Best Practices



• Change Your Email Address in PMS



• Changing / Updating Your Banking Info for HHS Grantees



• Changing / Updating Your Banking Info for Non-HHS Grantees



• Filing Your Federal Cash Transaction Report (FCTR)



• Running and Saving Inquiries

Best Practices

Insider Tips for Making the DPM Process Work Smoothly For You

1. In accordance with OMB Circulars A-102/2 CFR Part 215 and A-110, grant funds are to be requested for immediate disbursement needs. Requests for reimbursement may be at any time. Grantees should not be holding excess cash. Funds may be requested as often as needed during our regular business hours.



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 DPM does not receive your report by the due date, funds may not be released until the report is completed.



4. Promptly respond to DPM requests for information. DPM cannot release your funds 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 grant awarding office (not DPM) for issues regarding your grant award or the Financial Status Report. DPM does not issue grants nor can we adjust a grant.



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

Change Your Email Address in PMS

Your email address is a main source of communication from PMS and your Account Liaison.

Please update your email address as often as necessary to ensure that PMS has the most current address for you by following these simple steps:

1) After logging into PMS, select 'My User Info' from the menu on the left-side of the screen.

2) Scroll down to the 'Personal Info' section.

3) Enter the changes as necessary.

4) Click the 'Change' button.

Changing / Updating Your Banking Info for HHS Grantees

The recipient must complete a new SF-1199A. Once all sections are completed, please include a cover memo stating that the accompanying SF-1199A form is being submitted to change account information in the Payment Management System. The memo should list all the Payee Account Numbers (PANS) that are affected.

Send to: Division of Payment Management
Regular Mail Only – Post Office Box 6021, Rockville, MD 20852
Express Mail Only – 7700 Wisconsin Ave - Suite 10104, Bethesda, MD 20814

Changing / Updating Your Banking Info for Non-HHS Grantees

The recipient must complete a new SF-1199A. Once all sections are completed, please include a cover memo stating that the accompanying SF-1199A form is being submitted to change account information in the Payment Management System. The memo should list all the Payee Account Numbers (PANS) that are affected.

All information should be forwarded to your Awarding Agency.

Filing Your PMS FCTR

Running and Saving Inquiries

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

1. On the Adhoc Grantee Inquiry screen, select the type of inquiry from the list provided. The type of inquiry (Account Balance Data, Authorization Transactions, Payment Data and Summary Grant Data) determines which type of data will be returned.
2. Click on the Continue button.
3. Enter the criteria you will use as a basis for your query in the fields provided.
4. Indicate whether you wish to save the inquiry.
5. Click on the Run the Inquiry button.

A saved inquiry may be retrieved and re-run by using the Stored Grantee Inquiries option. The results of the inquiry may be saved as a file.

Adhoc Grantee Inquiries

Use this option to access the four predefined inquiries: Account Balance Data, Authorization Transactions, Payment Data, and Summary Grant Data.

• Account Balance Data. This inquiry provides total authorized, total payments and funds available balance for the account and all its sub-accounts, if applicable.
• Authorization Transactions. This inquiry displays an audit trail of all authorization transactions posted for a grant. It contains the detail supporting transactions for all grants under the PIN, Payee Account(s) or Grant Number(s).
• Payment Data. This inquiry displays a history of all payments and other payment related transactions, or payments of a specific sub-account, or payments within specific start and end dates, or for a specific confirm number.
• Summary Grant Data. This inquiry displays Authorized and Disbursed totals for each grant number. The Grantee may enter the PIN, Payee Account, or specific grant number.

Stored Grantee Inquiries

Use this option to retrieve, change, and re-run inquiries stored using the Adhoc Grantee Inquiries.

1. Select the stored inquiry from the list provided. You will only see a list of the inquiries that you have saved. This list is sorted by type.
2. Click on the Continue button.
3. Review the inquiry criteria. Choose to change, rerun, or resave it.
   1. Click on the Run Inquiry button to rerun the inquiry. The results of your query will be displayed.
   2. Click on the Cancel button. The results will confirm the transaction.