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Frequently Asked Questions
Payment (PMS Subaccount)
Last Revised: July 15, 2014




    I. General

      A. Background

    1. Why is NIH changing to PMS subaccounts?
      NIH is transitioning to Payment Management System (PMS) subaccounts in response to a U.S. Department of Health and Human Services (HHS) directive to Agencies intended to enhance financial data integrity and financial closeout for all awards. 
    2. What is a competitive segment?
      The initial project period recommended for support (usually up to 5 years) or each extension of a project period resulting from a renewal award.  See applicable sections below for more information on impact of the transition to subaccounts on the competitive segment for your award type. 
    3. How do I know the fiscal year (FY) of the funds used to fund my award?

      The Fiscal Year is a data field on the award located in SECTION I – AWARD DATA, in the Fiscal Information section as well as in the chart immediately below.  See the following example:

    4. Will the Notice of Award (NoA) indicate the type of PMS subaccount?
      In November 2013, NIH will place a "PMS Account Type" indicator on the award under the Fiscal Information header in Section I.  See diagram in previous question for example.   The indicator appears just above the "Fiscal Year."
    5. What is a type 4 award?

      A type 4 award is a funded extension, for example Merit Extensions (4R37...) or Phase II Fasttrack SBIRs (4R44...).

      For the subaccount transition, NIH is using type 4s as a technical solution to separately track obligations and payments for awards that are transitioning to PMS subaccounts during FY13, FY14, FY15 and FY16. The document number for the type 4 will increase by one letter (e.g., once the type 4 is issued, a document number of RCA123456A would become RCA123456B). The change in type and the change in document number do not affect the due date or submission process of the progress report. See applicable sections below for more information on the transition to subaccounts for on your award type. 
    6. Are grantees required to terminate subawards then reissue them once the prime award has transitioned to a subaccount? Similarly, is there an expectation that grantees must handle ongoing commitments differently due to the subaccount transition?

      NIH does not require that grantees terminate then reissue subawards nor does it expect grantees to handle ongoing commitments in the remaining budget years of the project differently due solely to subaccount transition.  In fact, Section III of the Type 4 NoA will state:

      “This award was issued as a non-competing continuation with a change in document number. The original competitive segment has been divided into two administrative segments.  This change was made solely to accommodate the HHS-mandated transition to Payment Management System (PMS) subaccounts. Therefore, costs may be allocated throughout the competitive segment as if it was not administratively divided.”
    7. Will NIH continue to issue type 5 awards as type 4 awards after the transition?

      No, NIH will return to the standard use of the type 4s and 5s in future fiscal years.


      B. Payment Management System

    1. Who do I contact if I have questions on completing PMS forms or drawing down funds from PMS?

      Should you require assistance in completing the PMS forms, please call PMS on (877) 614-5533 or e-mail PMS at PMSSupport@psc.gov.   Questions may also be directed to the ONE-DHHS Help Desk at http://www.dpm.psc.gov/help/help.aspx?explorer.event=true.

    2. Where do I find more information on PMS registration and training?

      Click here for an overview of the PMS system.  To register for PMS Grant Recipient Training, send an email to PMS_Training@psc.hhs.gov.  See instructions on information that must be included in the email. 

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    II. Domestic Grantees

      A. General

    1. When is NIH transitioning domestic awards from PMS pooled accounts to PMS subaccounts?

      NIH will continue transitioning payment for all domestic awards with new document numbers from PMS pooled accounts (G accounts) to PMS subaccounts (P subaccounts) between October 1, 2013 and September 30, 2016. The payment for all new (competing) NIH domestic awards made with FY14 and FY15 funds will use PMS P subaccounts.

      The transition of payment for non-competing continuation award will now be delayed one year and will thus begin October 1, 2015. See NOT-OD-14-103, NOT-OD-14-093, and NOT-OD-13-120 for more information. 
    2. How will the transition to subaccounts effect my competitive segment?

      For continuing domestic awards issued in FY16 (awards issued after October 1, 2015) the competitive segment will become two mini “competitive segments”:

      • the first segment begins at the budget period start date of the current competitive segment and ends at budget period end date of the FY15 award and
      • the second segment begins with the budget period start date of the FY16 award and ends with the project period end date on that award. 
      • See example Change from Pooled Accounts to Subaccounts For Domestic Awards FY16 (PDF - 94 KB)
    3. What is the purpose of a Subaccount Transitional FFR?
      The Subaccount Transitional FFR is akin to an annual FFR. However, it enables NIH to end the grant’s association with the pooled PMS payment account and transition award payments to the PMS subaccount established for the grant, including transferring any carryover funds and unliquidated obligations remaining in the pooled account.  Note: Once NIH approves the Subaccount Transitional FFR, the grantee may no longer access the pooled account; it must request payment from the subaccount.
    4. Is the timing/deadline for submitting a Subaccount Transitional FFR the same as the due date for a non-SNAP annual FFR?

      Yes, it is due within 90 days of the end of the calendar quarter in which the budget period ended.

    5. Do awards issued under SNAP require a Subaccount Transitional FFR? If so, what is the deadline/timing for submission?
      Yes, a Subaccount Transitional FFR is necessary to complete transition to the new payment account.  It is due within 90 days of the end of the calendar quarter in which the budget period ended.  No other FFRs are required (unless specified in a term or condition of award) until the final FFR is due, i.e., within 120 days of the project end date.
    6. Is there a different form for the Subaccount Transitional FFR? What type of report is this considered?
      No. Grantees should use the SF-425 as they would for an annual FFR and mark “annual” in box 6.   Additionally, grantees should enter  “Subaccount Transitional FFR” in box 12.
    7. Who should I contact if I have a question about the Subaccount Transitional FFR?
      The grants management specialist identified on the award.
    8. Is a Subaccount Transitional FFR required for fellowships at domestic institutions?
      No. NIH fellowships do not require FFRs; therefore, a Subaccount Transitional FFRs is not required for these awards. See question II.B.4 below regarding carry over.
    9. Will both PMS G accounts and PMS P accounts be active at the same time?

      NIH anticipates transitioning all new and continuing domestic awards made to the PMS P subaccount by the end of FY16, i.e., September 30, 2016.

      All new (competing) domestic awards made in FY14 and FY15 will use PMS subaccounts (P subaccounts).

      For non-competing continuing awards that have not yet transitioned to subaccounts, grants issued prior to October 1, 2015, will use the G account until the FY16 award is issued. Once the FY16 awards is issued, those FY16 awards will use the P subaccount and the grantee will submit an FFR for the FY15 award.

      Some examples of awards that will remain in the pooled accounts, multi-year funded awards made prior to October 1, 2013 (e.g., DP3, C06) and awards in a no-cost extension made prior to October 1, 2015. 
    10. Will the PMS G account and the PMS P subaccount for a specific award have the same document number?
      No.  The document number will increase by one letter once the Notice of Award is issued that transitions the project award to a PMS P subaccount.  For example, a document number of RCA123456A would become RCA123456B.  See I.A.5 above.
    11. What is a Multi-Year Funded (MYF) grant? Will MYF grants transition to subaccounts in FY 2016?

      MYF awards are where the project period and budget period are the same and are longer than one year. In other words, all project funding is awarded at the start of the project and budget rather incrementally funded each year.

      MYF awards issued prior to October 1, 2013 that do not receive a supplemental award will remain in the PMS G pooled account.  They are not subject to subaccount transition.

      The following NIH activity codes are used for MYF awards: C06, DP2, DP3, DP4, KM1, R15, R55, RC3, RC4, RF1, UA5, UC4, UC6, and UF1.

      B. Carryover

    1. Is NIH changing the carryover authority for domestic awards?

      NIH is not changing the carryover authority for domestic awards. NIH is transitioning from pooled accounting to subaccounting beginning FY14 through- FY16, which necessitates that domestic grantees report unobligated balances from previous FYs so those funds can be reobligated to the new subaccount in PMS for the award. The balance reported on the Subaccount Transitional FFR will be re-obligated in PMS regardless of the carryover authority for the award. If the award was issued with automatic carryover authority, the grantee may drawdown the carryover funds and obligate as they would now, once this Subaccount Transitional FFR has been processed.* If the award was not issued with automatic carryover authority, the grantee may not drawdown or obligate the funds unless a prior approval request has been approved and a revised NoA reflecting the approved carryover amount has been issued.

      See example Carryover on Domestic Awards from FY15 to FY16 (PDF - 133 KB)

      *In accordance with existing policy, the GMO will review unobligated balances in excess of 25 percent of the total authorized amount for the budget period and may request additional information from the grantee as part of the review. If the GMO determines that some or all of the unobligated funds are not necessary to complete the project, the GMO may restrict the grantee’s authority to automatically carry over unobligated balances in the future, use the balance to reduce or offset NIH funding for a subsequent budget period, or use a combination of these actions. The GMO’s decision about the disposition of the reported unobligated balance will be reflected in the terms and conditions of the NoA.

    2. Will carry over funds be added to the P subaccount once the Subaccount Transitional FFR is accepted?
      Yes. Carry over funds are added to the P subaccount upon NIH’s acceptance of the Subaccount Transitional FRR.
    3. Should the expenditures reported on the Subaccount Transitional FFR match the disbursements reflected in the PMS quarterly cash transaction report? What happens if they do not match when the Subaccount Transitional FFR is submitted?
      These numbers—i.e., expenditures reported and PMS disbursements requested—do not need to match for NIH to accept the Subaccount Transitional FFR and add carry over funds to the P subaccount.  However, the grantee is responsible for reconciling these amounts as soon as possible if a discrepancy exists.  In this sense, NIH is reviewing the Subaccount Transitional FFR as an interim financial report rather than a final FFR for grant closeout.
    4. How will carry over be handled for fellowships at domestic institutions since those awards do not require a Subaccount Transitional FFR?
      Little if any funds should remain at the end of the budget year since institutions presumably are drawing down and expending stipends on a regular basis.  If any funds for a domestic fellowship are in the PMS pooled account when an award with FY 2016 funding is issued, those funds will remain in the G pooled account.  NIH will not reobligate them in the P subaccount.  (This is an exception to II.B.1 above.) Because fellowships do not have automatic carryover authority, the recipient may not drawdown or obligate the funds from the G pooled account unless a prior approval request has been approved and a revised NoA reflecting the approved carryover amount has been issued.

      C. Federal Financial Report Cash Transaction and Expenditure Data

    1. Will domestic grantees still need to complete quarterly Federal Financial Report (SF 424) Cash Transaction data?

      Yes, domestic awards are in PMS P subaccounts, which require the completion of quarterly Federal Financial Report (SF 424) Cash Transaction data.

    2. When completing the expenditure Subaccount Transitional FFR for the FY15 award, how do I reflect the unobligated amount from the previous segment to carryover to the new segment?

      Whether there is carryover authority or not, in the new project period, the grantee must populate this amount in the field entitled “Unexpended Balance From Prior Project Period” at the top of the FFR (see screen shot below).    Failure to file FFRs in a timely manner may affect future funding.

    3. How do I report unliquidated obligations on the FFR for a domestic FY15 award?

      FY15 will be the last year for which NIH issues funds in pooled accounts for non-competing domestic awards; therefore, the FFR for the FY15 year will be the Subaccount Transitional FFR for the "administratively shortened" competitive segment. If there are unliquidated obligations at the end of the "administratively shortened" competitive segment, this should be reported on the Subaccount Transitional FFR expenditure data report. See question Domestic C.2 for unobligated balances reported on this FFR.

    4. My award was not issued under SNAP. Are there any changes to my FFR expenditure data reporting?

      Awards not issued under SNAP are still required to submit FFR expenditure data annually. See NIH Grants Policy Statement, Section 8.4.1.5.2 Financial Expenditure Reports. However, the cumulative amount should only reflect the total for the competitive segment (see Domestic A.2).

      For all awards issued with new document numbers (i.e., for award types 1, 2, 4, 6, 7, 9), the cumulative balance on the expenditure FFR will begin with the initial award issued under that document number.

      For continuing non-SNAP awards converted from a type 5 to a type 4 in FY16 the cumulative totals will be based on the, "administratively shortened" competitive segments:

      1) the first covering the period from the start of the competitive segment until the start of the Type 4.

      2) the second covering the funding period from the start of the Type 4 award through the end of the competitive segment.

      For all awards, if there was an unobligated balance from the previous award, it must be entered in the field entitled “Unexpended Balance From Prior Project Period” at the top of the FFR.
    5. My award was issued under SNAP. Are there any changes to my FFR expenditure data reporting?

      Yes, but only to accommodate the transition to subaccounts for FY16. For continuing awards under SNAP to domestic institutions that had not yet transitioned to subaccounts, grantees will need to submit a Subaccount Transitional FFR covering awards from FY15 and earlier (i.e., awards issued prior to October 1, 2015).

      After FY16, when all awards have transitioned to subaccounts, the FFR reporting requirements will return to the standard process, which is generally as follows: for domestic awards under SNAP, an FFR is required only at the end of a competitive segment rather than annually. The FFR must be submitted within 90 days after the end of the competitive segment and must report on the cumulative support awarded for the entire segment (NIH Grants Policy Statement, Section 8.4.1.2.3 Modified Financial Reporting Requirements). Unobligated balances for awards issued in FY16 and beyond will be reflected in the PMS subaccount.

    6. My award was issued under SNAP. How do I prepare my FFR expenditure data?

      See NIH Grants Policy Statement, Section 8.4.1.2.3 Modified Financial Reporting Requirements.

      If the award is a new award to the institution (Type 1, 2, 4, 6, 7, 9) issued in FY14 or later, only one FFR will be submitted for the award at the end of the competitive segment.

      For SNAP awards to a domestic institution issued as a non-competing continuation award in FY16 for awards that have not yet transitioned to subaccounts, the grantee will submit two FFRs:

      1) the first, a Subaccount Transitional FFR, covering the period from the start of the competitive segment until the start of the Type 4

      2) the second covering the funding period from the start of the Type 4 award through the end of the competitive segment. If there was an unobligated balance from the previous award, it must be entered in the field entitled “Unexpended Balance From Prior Project Period” at the top of the FFR.

    7. I am planning to include on our Subaccount Transitional FFR any expenditures associated with the award that appear on our ledger as of the date we submit the Subaccount Transitional FFR. Is that right? If so, how can I make that clear on that report?

      That is a reasonable approach, consistent with the purpose of the Subaccount Transitional FFR.  If you wish to make that approach clear on the report, you may (but are not required to) include a brief explanation in box 12 on the form.


      D. Payment Management System

    1. I have questions about processing a batch drawdown of funds from PMS. Where should I direct my questions?

      For more information on the PMS Payment File Upload Feature see http://www.dpm.psc.gov/grant_recipient/bulkpaymentfile/bulkpaymentfile.aspx?explorer.event=true .  

      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.


      E. Supplements Added in FY16

    1. Will NIH awards that receive supplements in FY16 be converted to subaccounts?

      Yes. All NIH awards made from FY16 funds will be issued in PMS subaccounts.

    2. With which award made in FY16 will the conversion to a subaccount occur?

      The conversion to a subaccount will occur with the first award issued by NIH using FY16 funds.  In general, the parent continuation award (Type 5) will be awarded prior to the supplement award (Type 3).  In this case, the parent continuation award would be converted to a Type 4 at the time of award in order to establish the P subaccount in PMS. The supplement would then be awarded as a Type 3—i.e., as is current practice—and issued into the P subaccount.  NIH anticipates that this will be the practice for most supplements.  See Case 1 in “Accommodating Transition of Domestic Awards to PMS Subaccounts: Changes to Parent Awards Supplemented in FY16.”

      However, there will be cases due to workload volume when NIH awarding ICs may issue a supplement in FY16 prior to awarding the continuation grant.  In that case, the supplement award would be issued as a Type 3 with a new document in order to establish the P subaccount in PMS.  The parent continuation would then be issued as a Type 4, consistent with previous guidance that all Type 5s will be converted to Type 4s in the fiscal year that award transitions to a subaccount.    

      See Case 2 in “Accommodating Transition of Domestic Awards to PMS Subaccounts: Changes to Parent Awards Supplemented in FY16.”
    3. If the parent continuation award is issued, then the supplement issued later in FY16, how does this affect reporting requirements?

      There will be no change to the due dates, submission, or review of progress reports for awards for FY 2016.

      A Subaccount Transitional FFR expenditure report is required and is due no later than 90 days after the end of the calendar quarter in which the budget period ended. A Subaccount Transitional FFR for all intent and purpose is equated to an annual FFR and is due in on the same date for which an annual FFR is required. If there are unliquidated obligations at the end of the first "administratively shortened" competitive segment, these may be reported on the subaccount transitional FFR expenditure data report.  If the award is under Streamlined Non-competing Award Process (SNAP), the recipient should submit subaccount transitional FFR expenditure data that covers the project period from the original start date through the new project period end date.  See Case 1 in “Accommodating Transition of Domestic Awards to PMS Subaccounts: Changes to Parent Awards Supplemented in FY16.”

    4. If the supplement is awarded prior to the continuation award in FY16, how does this affect reporting requirements?

      There will be no change to the due dates, submission, or review of progress reports for awards for FY 2016. 

      A Subaccount Transitional FFR expenditure report is required and is due no later than 90 days after the end of the calendar quarter in which the budget period ended. A Subaccount Transitional FFR for all intent and purpose is equated to an annual FFR and is due in on the same date for which an annual FFR is required. If there are unliquidated obligations at the end of the first "administratively shortened" competitive segment, these may be reported on the subaccount transitional FFR expenditure data report.  If the award is under Streamlined Non-competing Award Process (SNAP), the recipient should submit subaccount transitional FFR expenditure data that covers the project period from the original start date through the new project period end date. See Case 2 in “Accommodating Transition of Domestic Awards to PMS Subaccounts: Changes to Parent Awards Supplemented in FY16.”
    5. If the supplement is awarded prior to the parent’s continuation award in FY16, how should the supplement be reported in the Subaccount Transitional FFR?

      Special Instruction When Supplement Issued Prior to Parent Continuation Award in FY16: In this case, the recipient should only include expenditure data pertaining to the pooled account in PMS on the Subaccount Transitional FFR. (See What is the purpose of the Subaccount Transitional FFR.)  Expenditures from the supplement funds, awarded in the PMS subaccount, should be reported in the annual FFR for the next budget period—or, for SNAP awards, on the final FFR.

      Recipients are advised to include the following statement in Box 12 of the Subaccount Transitional FFR associated with its FY15 parent grant award:

      Subaccount Transitional FFR – This report contains expenditure data pertaining to the pooled account in PMS.  Per instructions from NIH, it does not include expenditures from the supplement funds, awarded in the PMS subaccount prior to the end date of the period covered by this report.  Expenditures from those funds will be included in the next FFR required for this award.

      The statements above will be incorporated as a term and condition of award on the both the supplement and the parent continuation NOAs issued in FY16.

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    III. Foreign Grantees

      A. General

    1. When will NIH transition from fixed quarterly payments to PMS subaccounts?

      NIH will transition payment for all new and continuing foreign awards from fixed quarterly payments to PMS subaccounts (B subaccounts) between October 1, 2012 and September 30, 2013.  See NOT-OD-12-139 for more information.

    2. Does this affect payment for foreign fellows?

      Foreign fellows will continue to be paid by check or EFT during FY13.  See section Fellows Training at Federal and Foreign Institutions A.3 below for informatin on the transition of these payments during FY14.

      However, the policy announced in NOT-OD-12-139 does affect payment of the institutional allowance for foreign fellowships.  Payments made to the foreign institution for institutional allowance will be made through PMS subaccount being with FY13 awards.

    3. How will the transition to subaccounts effect my competitive segment?

      For continuing foreign awards issued in FY13 (awards issued after October 1, 2012) the competitive segment will become two competitive segments:

      • the first begins at the budget period start date of the current competitive segment and ends at budget period end date of the FY12 award and
      • second begins with the budget period start date of the FY13 award through the and ends with the project period end date of the current competitive segment. 

      See example Changes to Continuing Foreign Awards in FY13 (PDF - 69 KB)


      B. Carryover

    1. Is NIH changing the carryover authority for foreign awards?

      NIH is not changing the carryover authority for foreign awards.  NIH is changing the internal accounting systems used for payment of foreign awards, which necessitates that foreign grantees return unobligated balances from previous FYs so those funds can be tracked in the new accounting system of record.  The balance returned to NIH will be re-obligated in PMS regardless of the carryover authority for the award.  If the award was issued with automatic carryover authority, the grantee may drawdown the carryover funds and obligate as they would now.*  If the award was not issued with automatic carryover authority, the grantee may not drawdown or obligate the funds unless a revised NoA reflecting the approved carryover amount has been issued.

      See example Carryover on foreign Awards  FY13 (PDF - 133 KB)

      *In accordance with existing policy, the GMO will review unobligated balances in excess of 25 percent of the total authorized amount for the budget period and may request additional information from the grantee as part of the review.  If the GMO determines that some or all of the unobligated funds are not necessary to complete the project, the GMO may restrict the grantee’s authority to automatically carry over unobligated balances in the future, use the balance to reduce or offset NIH funding for a subsequent budget period, or use a combination of these actions. The GMO’s decision about the disposition of the reported unobligated balance will be reflected in the terms and conditions of the NoA.

    2. Will foreign institutions need to return unobligated balances on continuing awards to NIH via check every year?

      No, foreign grantees will need to return the unobligated balances on continuing award from FY12 and earlier (i.e. awards issued prior to October 1, 2012) to accommodate the transition to the new payment system in FY13 only.  Unobligated balances for awards issued in FY13 and beyond will be reflected in the PMS. 


      C. Payment Management System

    1. What if I drawdown funds, but cannot obligate them within three business days because I need to complete additional requirements from my country or my institution in order to be able to spend the funds?

      This requirement is intended to minimize the time elapsing between the transfer of funds from the Federal government and disbursement by a grantee. Therefore, although the grant may be financed by advance payments, the intent is that grantees draw funds on an as-needed basis—specifically, no more than 3 days before the funds are needed.  All Federal funds deposited by PMS in a grantee’s bank account as an unrestricted advance payment should be fully disbursed (checks written, signed, and issued to the payees) by the close of business the next workday after receipt of the funds.  If there are constraints on the expenditure of funds, (e.g. your government requires authorization to expend funds from other countries), the funds should be fully disbursed by the close of business the day following availability of funds.


      D. Federal Financial Report Expenditure Data

    1. When completing the FFR for the FY13 award, how do I reflect the unobligated amount from the previous segment for the new segment?

      Whether there is carryover authority or not, in the new project period, the grantee must populate this amount in the field entitled “Unexpended Balance From Prior Project Period” at the top of the FFR (see screen shot below).    Failure to return unobligated balances in a timely manner may affect future funding.

    2. My award was not issued under SNAP. Are there any changes to my FFR expenditure data reporting?

      My award was not issued under SNAP.  Are there any changes to my FFR expenditure data reporting?

      Foreign awards not issued under SNAP are still required to submit FFR expenditure data annually.  See NIH Grants Policy Statement, http://grants.nih.gov/grants/policy/nihgps_2012/nihgps_2012.pdf, Section 8.4.1.5.2 Financial Expenditure Reports.  However, the cumulative amount should only reflect the total for the competitive segment (see Foreign A.3).   For FFRs for an FY13 award (Types 1, 2, 4, 7, 9), the cumulative balance on the FFR will begin with the FY13 award.  If there was an unobligated balance from the previous award, it must be entered in the field entitled “Unexpended Balance From Prior Project Period” at the top of the FFR.

    3. My award was issued under SNAP. How do I prepare my FFR expenditure data?

      See NIH Grants Policy Statement, http://grants.nih.gov/grants/policy/nihgps_2012/nihgps_2012.pdf, Section 8.4.1.2.3 Modified Financial Reporting Requirements.  Awards issued under SNAP to foreign institutions after October 1, 2012, foreign grantees are not required to report expenditure data annually via the FFR.  For these awards, FFR expenditure data is required only at the end of a competitive segment (see Foreign A.3).   If the award was issued as a non-competing continuation award in FY13 (Type 4), the grantee will submit one FFR covering the funding period from the start of the Type 4 award through the end of the competitive segment.  If there was an unobligated balance from the previous award, it must be entered in the field entitled “Unexpended Balance From Prior Project Period” at the top of the FFR.  If the FY13 award is a new award (Type 1, 2, 9), only one FFR will be submitted for the award at the end of the competitive segment.


      E. Exchange Rate

    1. What exchange rate should I use?

      For initial awards issued after October 1, 2012 (Fiscal Year 2013) when preparing the FFR expenditure data grantees must use the currency rate in effect at the time the funds are drawn down from PMS. 

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    IV. Fellows Training at Federal and Foreign Institutions

      A. General

    1. Why is NIH changing the payment method for Fellows training at Federal and foreign institutions?

      In addition to the HHS directive mentioned in the first background question, the transition to PMS subaccount will provide Fellows training at Federal and foreign Institutions grantees with the ability to request funds electronically.

    2. When will NIH transition payment for Fellows training at Federal and foreign institutions to PMS subaccounts?

      NIH will transition payment for all new and continuing awards for Fellows training at Federal and foreign institutions
      to PMS subaccounts (B subaccounts) between October 1, 2013 and September 30, 2014.  See NOT-OD-13-111 for more information.

    3. Does this affect payment for fellows training at foreign sponsoring institutions (foreign fellows)?

      Yes, but only for the stipend award and any travel reimbursement paid directly to the individual fellow in FY2014 and beyond.  Fellows training at foreign sponsoring institutions will now be paid stipend and any travel reimbursement through the Payment Management System.  However, the payment of the institutional allowance for foreign fellowships transitioned to PMS subaccounts in FY13 (see NOT-OD-12-139 for more information.) 

    4. How does this affect payment for fellows training at Federal sponsoring institutions (Federal fellows)?

      Beginning with the FY2014 award, all payment for Federal fellows will be through PMS.  NIH ICs will continue to administer the Institutional Allowance; however, all disbursements will be made through PMS.


      B. Payment Management System

    1. Who do I contact if I have questions on completing PMS forms for the Fellow?

      Should you require assistance in completing the PMS forms for individuals, please call PMS on (877) 614-5533 or e-mail PMS at PMSSupport@psc.gov.   Questions may also be directed to the ONE-DHHS Help Desk at http://www.dpm.psc.gov/help/help.aspx?explorer.event=true.

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    V. Federal Grantees

      A. General

    1. Why is NIH changing the payment method for fellows training at Federal institutions?

      In addition to the HHS directive mentioned in the first background question, the transition to PMS subaccount will provide Federal grantees with the ability to request funds electronically.

    2. When will NIH transition Federal awards from check payments to PMS subaccounts?

      NIH will transition payment for all new and continuing Federal awards to PMS subaccounts (B subaccounts) between October 1, 2013 and September 30, 2014.  See NOT-OD-13-111 for more information.

    3. How will the transition to subaccounts effect my competitive segment?

      For continuing Federal awards issued in FY14 (awards issued after October 1, 2013) the competitive segment will become two mini “competitive segments”:

      • the first segment begins at the budget period start date of the current competitive segment and ends at budget period end date of the FY13 award and
      • the second segment begins with the budget period start date of the FY14 award and ends with the project period end date on that award.
      • See example Change to Subaccounts For Federal Awards FY14, which is also applicable to Federal awards (PDF - 94 KB)

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