# Presentation: 043031

## ARC BriefingDecember 2007

- Presented by the
- DCP - DCCPS ARC

## ARC Briefings are usually held the 2nd Thursday of every month.
We encourage active participation.  Feel free to participate in the discussion and ask questions.  We’re here to share ideas together. 
If you have a topic for next month’s meeting, please complete the ‘Comments & Suggestions’ form attached to your slides.  You may also email Eric Graves in the DCP ARC topics or suggestions.
Previous meeting presentations may be downloaded from the DCP ARC Website at http://dcp.cancer.gov/about/employeeinfo/arc/presentations 

- We encourage active participation.  Feel free to participate in the discussion and ask questions.  We’re here to share ideas together.
- If you have a topic for next month’s meeting, please complete the ‘Comments & Suggestions’ form attached to your slides.  You may also email Eric Graves in the DCP ARC topics or suggestions.
- Previous meeting presentations may be downloaded from the DCP ARC Website at *http://dcp.cancer.gov/about/employeeinfo/arc/presentations *

- Welcome!

## AGENDA

_**Welcome**_
_**DCP DEAS Staff Changes**_
_**Procurement**_
- Professional Service Order discussion
_**Travel**_
- Travel Delegations Sheet
- Travel Lead Times
_**Information for Employees**_
- E-Copies of your W-2
- Renewing Parking Permits
- 2008 Payroll Calendar

## Farewell to Mike Crawford

- This Friday, December 14th is Mike Crawford’s last day at the NIH.
- Mike has been the DCP DEAS Task Leader and is joining the Department of Justice.
*Thank you for all your hard work Mike! We wish you well in your career change.*

## New DCP DEAS Task Leader

- Diedra Prophet will become the new DCP Lead Extramural Support Specialist (Task Leader).

## Procurement

## PSO’s & Travel Auth.s

**PSO’s & Travel Auth.s**

- From Point A to B: Proper methods of bringing researchers to the NIH

- You’re
- Invited!

## Travel Authorizations or PSO’s?

*When bringing a speaker or meeting attendee to the NIH, what vehicle should be used to cover their travel expenses?*

## Travel Authorization

- Invited Speakers and meeting attendees can be placed on a travel authorization that is created and processed in NBS as long as honorarium is not given.
- Travel allowances are the same for consultants, experts, researchers, and foreign visitors as they are for civilian employees of the NIH.

## Remember

- Receipts! Receipts! Receipts!
- When do you need them?
- Only when submitting Travel Vouchers created from Travel Authorizations.
- Mandatory Sources - Omega

## Professional Service OrderPurchase Orders

***Professional Service Order******Purchase Orders***

## Instead, their travel and per diem must be prepared via one of the following mechanisms:

*1.) A Professional Services Order (PSO), if the order is for an amount that is under $3,000.*
*2.) A Purchase Order (PO) if the amount is over $3,000 but less than $100,000.*

## WARNING

**WARNING**

- 	The splitting of the compensated services into two different mechanisms, i.e., a PSO for the honorarium expenses and a PO for the transportation and per diem; or a PSO for the honorarium and a Travel Authorization for the transportation and per diem, is                  strictly prohibited.
*      *

## But what about using an ROC?

- A ROC can be used to purchase airline tickets and the remainder of the monies will be placed on a PSO.
- _ROC Highlights_
- Tickets are refundable.
- Traveler can make their own flight arrangements thru Omega.
- No change fee associated with making changes to itinerary up until the ticket has been issued.

*But what about using an ****ROC****?*

## Now What?

- Your invitee has accepted to receive an honorarium, so you will need to create a PSO.
- What are the steps to get them into NBS as a vendor?

## Send invitee a memo requesting ACH information, DUNS number and instructions for registering in the CCR

- Make sure invitee is registered in the CCR.

- Create PSO packet

## Slide 17

## Plan Ahead

- ** Please make sure the vendor has registered in CCR.  If a vendor is not registered in the CCR and there is absolutely no time to process a PSO PO, then there is only one payment option available.

**CONVENIENCE CHECKS!!**

- Convenience Checks should only be used as a last resort.  Vendors should be registered in CCR in order to continue doing business with the NIH.

## Plan Ahead

**Regardless of which method the ARC uses to issue reimbursement, the same paperwork is required.**
**PSO worksheet, Statement of Work, Drug Addendum, proof of CCR registration with DUNS.**
**Completed PSO packages are due to the ARC 2 weeks prior to the meeting.**

## Yes

- 1. Send Memo

- 2. Get ACH & DUNS #

- 4. ARC Awards PSO

- 3. Send PSO   packet to ARC 2 weeks prior

- Is Honorarium being accepted?

- No

- Prepare Travel Auth & submit to ARC 2 weeks prior

## Travel

## Travel Delegations Sheet

| Approval Levels Based on Travel Delegations |  |  |  |  |
| --- | --- | --- | --- | --- |
| Travel Activity | Approval Level | Submission Method | Sample Justifications |  |
| Domestic Travel | Servicing AO | interoffice | n/a |  |
| Rental Car | AO | in comments section of TA | Logistical, cost, availability/ comparative costs of local transportation |  |
| AEA-Nonsponsored | DCP- ARC Mgr                                     DCCPS- Associate Director | in comments section of TA | Availability of lodging at per diem rate cannot be obtained |  |
| Non-Contract Carrier | DCP- ARC Mgr                                       DCCPS-AO                                         | in comments section of TA | Contract carriers do not service the area |  |
| Rail (Regional) non gov't rate                  **FTR 301-10.160-164 | Servicing AO | n/a | n/a |  |
| Rail Premium Coach (gov't rate) | Servicing AO | n/a | n/a |  |
| Foreign Flag Carrier | DCP -DCCPS ARC Mgr | attachment | U.S. flag unavailable |  |
| Foreign Travel | Conditional approve: AO | interoffice | n/a |  |
|   | Final approve: Division Director |   |   |  |
| Sponsored Foreign and Domestic | Conditional approve: AO/Div Dir. | interoffice | n/a |  |
|   | Final approve: Ethics |   |   |  |
| AEA-Sponsored above per diem | Ethics | notation on TA & hardcopy memo | Available accommodations cannot be obtained within a reasonable commuting distance and transportation costs to commute to and from the less expensive  hotel consumes most or all of the savings achieved  |  |
| Cash Ticket | EO | in comments section of TA | NIH TMC has no control (i.e. location of mtg in a foreign country rural area) |  |
| Premium Class-Non medical | EO | attachment |  Unavailable space in coach-class |  |
| Premium Class-Medical  | 1)Assoc Dir for Admin, OM                          2) NIH DDM | attachment: sent 20 days in advance of trip start date for domestic and 45 days for foreign  | n/a |  |
| Int'l Travel Waiver Form (i.e. A/L exceeding maximum allowed, sponsored business class tickets) | 1)EO                                                                                      2) NIH DDM | pdf via e-mail | buisness class: sponsor has paid for ticket up front (in-kind or check made out to NIH) and all speakers are provided with the same accomodations | A/L:long term detail |
| **The use of discount fares offered to the Government for rail (FTR 301-10.160-164) or bus service (FTR 301-10.190) between specified city pairs is considered to be advantageous and need not be justified on the basis of cost comparison with contract air service when traveling between city pairs. Schedules and special Government discount fares for selected high-frequency AMTRAK rail routes are available through the NIH TMC (NIH Chapter Manual 1500 Travel Policies). | Legend:                                                         AO-Administrative Officer                                  EO-Executive Officer                              DDM-Deputy Director for Management |  |   |  |

*Attached to your slides*

## Travel Lead Times

| TRAVEL TYPE | Traveler info to DEAS prior to travel date | DEAS | ARC  | Bldg 31 |
| --- | --- | --- | --- | --- |
| DOMESTIC | 3 weeks before trip | 1 wk | 2 wks | 0 wks |
| DOMESTIC SPONSORED* | 7.5 wks before trip | 1.5 wks | 2 wks | 4 wks |
| DOMESTIC CASH TICKET | 4.5 wks before trip | 1.5 wks | 2 wks | 1 wk |
| FOREIGN | 9 wks before trip | 2 wks | 2 wks | 5 wks (for the NFT) |
| FOREIGN SPONSORED | 9 wks before trip | 2 wks | 2 wks | 5 wks |
| CASH TICKET | 9 wks before trip | 2 wks | 2 wks | 5 wks |
| Foreign NonContract | 11 wks before trip | 3 wks | 3 wks |  5 wks (for the NFT) |
| Non-Fed Traveler Information must be received by DEAS |  |  |  |  |
| within 1 month PRIOR to the above deadlines |  |  |  |  |

## Travel Lead Times

- *We recommend your travelers let you know AS SOON AS they receive a sponsored travel invitation.  This will allow you extra time to verify that the sponsor is in the NBS, you can verify the logistics with the sponsor and you can even discuss the overall sponsored travel plans with the ARC.

## Information for Employees

## Updating and Reviewing Your W-2 Information

## NIH Parking Permit Renewals

- NIH General Parking Permits for off-campus employees will expire at the end of December.
- You, or your customers can renew your Parking Permit online at *https://parts.ors.od.nih.gov/partsweb. *The General Guidelines for online renewals are attached to your slides.
- You may also use the attached form NIH 2788-1:
- Fax this form to **301-480-0854** ,or you can send the completed form to the **NIH Parking Office **Bldg 31/B3B04, MSC 2009.
- Any of these methods will help you avoid the lines at the NIH Parking office.  Your new Parking Permit will be mailed to your home address.

## 2008 Payroll Calender

- We’ve attached a copy of the 2008 Payroll Calendar to your slides.
- Shows all Federal Holidays, Pay Periods and Pay days.

## OPEN DISCUSSION

- Problems?  Issues? Concerns?
- Anything you’d like to see on next month’s agenda?
- Do you have something you’d like to present?
- Just let us know!
- Don’t forget to submit the Questionnaire attached to your slides.