# Presentation: 085529

## OSM PRESENTATIONApril 30, 20022:00 PM to 3:00 PMEPN Conference Room H

*Presented By:  Joy Osborne, Mary Lou Carter, Eric Graves, Jill Hughes, Michelle Bacon, and Lanette West-Johnson of the DCP ARC*

## CHANGE IN MANAGEMENT PHILOSOPHY

- There has been a substantial shift in management philosophy on the part of HHS when compared with the previous administration.
- Current emphasis:  more hierarchical, centralized decision-making, “command and control”
- What This Means for Us:  more documentation in greater detail, more justification of decisions, longer lead times to effect an action

## LEAD TIMES

- Local/Domestic Travel Orders =  1 week
- Foreign Travel Order = 6 weeks (due to NIT)
- Domestic 348s/520s =  4 weeks
- Foreign 348s/520s = 6 weeks
- PSOs=  1 week (ACH info must be entered prior to submission to ARC)
- ROCs =  1 week
- Credit Card Purchases by ARC =  1 week
- Awards (OTSs) =  3 weeks
- Awards (SSPAs) = 6 weeks

## TRAVEL ISSUES

## Common Travel Object Class Codes [Site Visits]

- 21.11   **Domestic Site Visit**
- 21.15   **Domestic Program Audit /**
**Site Visit** (for some PLCO site visits)
- 21.91   **Foreign Site Visit**

## Common Travel Object Class Codes [Program Meeting Travel]

- 21.21 **Domestic Program Meeting Travel** 		    (SWOG Mtgs, Steering Comm Mtgs, 	  	    Data Safety Monitoring, Group 	   	   	    Meetings, FASEB, Gordon Conf, etc.)
- 21.23  **Foreign Program Meeting Travel** 	   	     (EPIC, Collaborative Research, etc.)

## Common Travel Object Class Codes [Training]

- 21.43  **Travel for Training Purposes**
- 		      [non-governmental training]
- 		      (Digestive Disease Week, etc.)

## Common Travel Object Class Codes [Scientific Meeting Travel]

- 21.51  **Domestic Scientific Meeting ****	****	****      Travel   **
- 		      [AACR, ASCO, ASPO, etc.]
- 21.52  **Foreign Scientific Meeting ****	****        ****	****      Travel**

## Increase in OMEGA Service Fees

- The OMEGA adjusted fee schedule for meeting travel has been increased to:
- 			Fax/Email			$33.50
- 			Phone/In-person	$43.50
- These fees will be applied to all tickets issued on or after April 22.

## Purpose Statement on Travel Order

- Please remember to spell out all acronyms to the fullest extent possible!
- Please remember to give as much detail in the statement as possible—is the traveler speaking, attending, presenting, serving on panel or board, etc.

## Multi-Purpose Trip

- If a traveler has multiple purposes listed on one travel order, please specify the dates, OC Codes, and descriptions for each portion of the trip.
- If the traveler is meeting with a specific scientist, we are required to specify the organization that scientist is affiliated with and the purpose of the discussion or meeting.

## IF SOMEONE CANCELS A TRIP...

- Please put a “Y” in the canceled field on the first screen of the travel order, re-submit it electronically to the AO, and send the ARC Admin Tech the hard copy of the order.
- The AO will need to print review the canceled travel order again.

## LOCAL TRAVEL

- We are still required to submit Form HHS-99 (local travel request) PRIOR to attending a local non-governmental meeting.
- After the meeting, the local travel voucher can be entered and processed.

## Reducing Work and Confusion on 348s and 520s

- Checking the NCI Research Portfolio Website before beginning a 348 or 520 should reduce your workload and eliminate some of the confusion when doing a 348 or 520.
- The website is _[http://researchportfolio.cancer.](http://researchportfolio.cancer.gov/)__[gov](http://researchportfolio.cancer.gov/)_.
- Checking the sponsor on this website can tell you if they have contracts or grants with NCI; if the sponsor does have grants or contracts with us, check with the AO before you begin the 348 or 520.
- The AO can check with the Ethics Office before you begin the package to see if the request will be denied or if the traveler can do a recusal.

## PROCUREMENT ISSUES

## Omega Invoices

- The ARC is required to enter receiving for all Omega Travel Records of Call within 5 days following the meeting.  To meet this deadline, we need your help.
- If the invoice has not been received within 48 hours after the meeting, then the requestor on the ROC needs to obtain the invoice from Omega.  After the invoice has been verified as accurate, please stamp and receive it and give it to Michelle or Jill.  **Thanks!**

## PSOs

- Remember:  The phrase “To purchase expertise...” must be in the remarks field.
- New policy for foreign citizens on PSOs:
- they cannot receive an honorarium unless they meet the 4 provisions in the handout
- they must be traveling on a B-1 or WB Visa
- Mary Lou Carter (the Division B-1 delegate to Fogarty) must review the passport and   I-94 card PRIOR to beginning the work

## TIMEKEEPING ISSUES

## TIMEKEEPING

- Upon separation from NIH, the timekeeper must enter the separation date (part of employee’s profile) as soon as possible.
- Review of changes in tours and password changes
- Review of correcting leave errors (handout)

## PERSONNEL ISSUES

## CHANGES IN PROCESSING OF PERSONNEL ACTIONS

- Some personnel services are in the process of being centralized into the SPO [Servicing Personnel Office]
- All non-52 actions are now keyed into the system by the SPO; the ARC is not allowed to do the keying for these actions.
- It will take a minimum of 2 to 3 pay periods for these actions to be effected in the system.

## What are non-52 actions?

- Changes to TSP Amounts or Distribution
- Changes to Health or Life Insurance Benefits
- Changes to Taxes (Withholding)
- Changes to Direct Deposit
- Changes in Address
- Changes in Tour of Duty

## HOW CAN WE SHORTEN THIS TIMELINE?

- Many of these actions can be easily completed by the employee online [www.employeeexpress.gov or www.tsp.gov], and will be effective the next pay period.
- Any civilian employee can request a PIN and use Employee Express.  At some point in the future, it will be mandatory for employees to process their own actions online.

## Which Changes Can Be Made Online?

- Changes to TSP Amounts or Distribution
- Changes to Taxes (Withholding)
- Changes to Direct Deposit
- Changes in Address
- Changes in Bonds
- Change PIN Number
- Access to Retirement Calculator

## OBTAINING A PIN NUMBER

- Each employee can go online and request a PIN number for Employee Express and the TSP website.
- The PIN will be mailed to the employee, and they should then change the PIN to something they will easily remember.
- If they have problems, the ARC Staff will be happy to help them navigate the websites.

## Clearance Form for Separation or Transfer

- NIH is now emphasizing this requirement.
- The Clearance Form must be completed prior to separation or transfer, including the signatures of the supervisor, the APA or Secretary, and the Admin Officer.

## MISCELLANEOUS ISSUES

## NIH Enterprise Directory (NED)

- It is now critical to keep NED updated, as new IDs are issued based on the information in this system [the ARC will enter new employees]
- NED uses the same ID and password as ITAS
- 	https://nedadmin.nih.gov/
- Handout:  Report on which employees have not been updated in NED.
- You will no longer need to have the AO fill out a card for an employee to get an ID!
- Please check NED before you send an employee over to get a new ID issued to make sure their profile is complete.

## ARC WEBSITE (FYI)

- The website (http://dcparc.nci.nih.gov)is constantly being updated to reflect changes in HHS, NIH, and NCI policies.  You can find:
- Updated route slips
- 348/520 forms
- PSO, ROC, drug addendums
- Updated travel OC codes
- OSM powerpoint presentations
- Let us know if you have ideas of additional items that would be helpful if posted!

## IF YOU HAVE QUESTIONS...

- CALL US!
- 496-8571