Bureau of Educational and Cultural Affairs

GRANTS DIVISION
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Preparing Payment Requests

Payment Management System
ECA is now required to enroll all recipients in the Payment Management System (PMS) operated by the Department of Health & Human Services (DHHS). This system eliminates the use of the SF 270 request for funds. Funds can be accessed (draw downs) immediately through DHHS/PMS. This is an electronic centralized payment system available through the Internet service to distribute Federal funds for DHHS and other Federal agencies.

Recipient's of a new award from ECA, are required to complete and return the SF-1199A Direct Deposit Sign-up Form and Contact Information Sheet. The original 1199A form with original signatures from the recipient and bank must be returned. Recipient's are encouraged to make additional copies of this form in case of errors, as forms with whiteout will not be accepted. From the date of return, please allow a minimum of 14-business days for the receipt of your instructions and PIN number to arrive from DHHS. Due to continuing mail irradiation procedures and delays, please consider using an express mail service with tracking features in order to expedite this process and the release of your funds.

Completed forms should be returned to:

Kevin Hall
U.S. Department of State, ECA/EX/RM/ECE
301 4th Street SW, Room 506
Washington, DC 20522
202-203-7435

Recipients currently enrolled in PMS with another Federal Agency, must also complete this new paperwork to set up an account with the Department of State.

In addition, first- time Recipients are also required to complete and have on file an up to date ACH Vendor/Miscellaneous Payment Enrollment Form - SF-3881. This form is only required to be submitted once unless payee/company information or financial institution information changes. You may download an ACH Vendor/Miscellaneous Payment Enrollment Form (SF-3881) if you need to make changes.

Standard Form -270

DOS Recipients receiving payments under awards issued prior to DOS' implementation of PMS by submitting Standard Form -270 (SF-270) will continue to be paid through the Automated Clearing House (ACH) Vendor Express System based on submission of a SF-270 for those awards only. In order to receive payments through the ACH, recipients were required to complete and have on file an up-to-date ACH Vendor/Miscellaneous Payment Enrollment Form - SF-3881. This form is only required to be submitted once unless payee/company information or financial institution information changes. You may download an ACH Vendor/Miscellaneous Payment Enrollment Form (SF-3881) if you need to make changes.

Tips on preparing your payment request using Standard Form 270.

• Ensure all information on the form is legible.
• Ensure that your Department of State grant number appears in block four (4).
• Your Employer Identification Number (EIN) or Tax Payer Identification Number (TIN) must appear in block six (6).
• Ensure the period noted in block eight (8) is within the authorized grant period.
• Complete block 12 if you are requesting an advance or block 11 if you are requesting a reimbursement.
• Ensure a duly authorized representative of the organization signs the form in Block 13.
• Include a telephone number where we can contact you, if needed.

Note: SF-270 can be downloaded from the OMB Grants website or you may contact the Grants Division directly.

Questions/concerns pertaining to PMS should addressed to Kevin Hall on 202-203-7435 and questions/concerns pertaining to the SF-270 should be addressed to the Grants Division on 202-203-7182.

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