Non- HHS (Cross-Servicing) awarding agency instructions:

If you require ARRA reporting from PMS, prior to posting your ARRA awards, you must provide the subaccount names to the DFO/Systems Accounting Branch (SAB), Steve Campbell (Steve.Campbell@psc.hhs.gov) and Rosemary Walla (Rosemary.Walla@psc.hhs.gov), to ensure that your subaccounts are properly tagged as ARRA.

However, if your agency will be preparing the ARRA reports, your current award posting process will suffice. No other action is required.

Summary Procedures for Grantor Agencies in Setting up PMS Accounts for Programs Using American Recovery and Reinvestment Act (ARRA) Funding

With the enactment of the ARRA, grantor agencies will be increasing their use of the Payment Management System (PMS) to disburse and account for their new stimulus-related grant funds. To assure that these funds are separately tracked for accountability purposes, the grantor agencies should contact their Division of Payment Management (DPM) representatives to establish a PMS subaccount for each unique program.

Grantor agencies should initiate the following actions through DPM: (1) request that DPM establish subaccounts for each new stimulus funded program; (2) provide DPM with a document numbering scheme that the agency will use for tracking individual grantees within each subaccount; and (3) provide DPM a list of all organizations (and their EINs) that will receive grants funded from the new subaccount.

More precisely, these steps should be followed:

• 1. Set up a subaccount. To track the stimulus funds as separate programs it will be necessary for the grantor agency to work with DPM to establish separate subaccounts for each program, if such accounts have not already been established in PMS. The agency should also provide DPM with the name it wishes to apply to each new subaccount (up to 20 characters) along with the agency code (first three characters of the CAN) and DPM and its PMS systems staff will establish the new PMS subaccounts.



• 2. Establish a document numbering scheme. The document numbering scheme identifies the subaccount (i.e. program) and also includes two to four variable positions that identify individual grantees within each subaccount. Once established, strict adherence to the numbering scheme is necessary.



• 3. Identify grantees. DPM will need a list of grantees (and their EINs) that will draw funds from each new subaccount to assure the grantees are properly recorded in PMS. Normal procedures will be followed for setting up PMS accounts for each new grantee. To assure the ability to produce timely PMS reports on grantee expenditures from stimulus funding, DPM will set up each new account with a ‘P’ suffix. Such accounts require the grantees to file quarterly PSC-272 expenditure reports.

Agencies should contact one of the managers of DPM’s liaison branches with any questions or comments they might have regarding the specified process for setting up stimulus-related PMS accounts.