# Presentation: 079780

## OPERATIONS STAFF MEETING
August 2002

- August 2002

- THE DCP ARC

- NEW POLICIES

- NEW PROCEDURES

- ANNOUNCEMENTS

## PREVIOUS ISSUES

-   PEOPLESOFT **EHRP TRAINING:**
- 	At this point, we recommend that you **DO NOT** take the ***Enterprise Human Resources and Payroll*** (EHRP)System training.
- ARC staff are taking the training.  However, due to the reorganization of Personnel Specialist offices and duties, no one is sure who will be responsible for using EHRP.
**    ****Reminder:  **The Federal Long Term Care Insurance Program Open Season ends 12/31/02. *(see handout)*

- THE DCP ARC

## TRAVEL

- THE DCP ARC

## MARK YOUR CALENDARS

*Want to find out about the NEW TRAVEL MANAGER SYSTEM?*
**This mandatory system will roll out 2/1/03**
- There will be two Power Point Demonstrations on the new Travel Manager System:
**8/27/02**  Bldg 31 – Conf Rm #10 (6th floor)
**9/11/02**  Neurosciences – Room/Time TBA

- THE DCP ARC

## Mandatory use of the Travel Management Center (Omega)

- The FTR mandates the use of our TMC for the issuance of **air and train tickets**, **contract** **rental car reservations**, as well as **hotel reservations**.
- Keep in mind that for:
**    **_**AIRFARE**_
- WHAT IF YOUR TRAVELER HAS PROBLEMS?
- 866-264-8280 (M-F 8AM-7PM)
- 800-285-6342 (Non-working hours)
_**RENTAL CARS**_
- THEIR USE MUST BE JUSTIFIED AND AUTHORIZED PRIOR TO THE TRIP
_**LODGING**_
- YOU MUST GO THROUGH OMEGA
- ATTEMPT TO GET THE GOV’T RATE
- IF YOU MUST USE AEA, OBTAIN PRIOR APPROVAL

- THE DCP ARC

## PROCUREMENT

- THE DCP ARC

## Record of Call (ROC) TIPS

- Can multiple meetings be placed on a single record of call?
- No, each PO/ROC order should have ONE meeting only.
- Can I use current fiscal year funds and issue a PO/ROC for travel taking place next fiscal year?
- No, the meeting must take place within the fiscal year for which funds have been obligated.  Any travel or meetings taking place after Sept. 30th must cite the new fy ’03 CAN#.
- What do I do after someone has traveled on a ROC?
- Omega should send you an invoice within 7-days of the trip.  Request one if you haven’t received it.
- Stamp receive and forward to ARC within 7 days.

- THE DCP ARC

## SAMPLE LETTER TO FOREIGN ATTENDEES

*SEE ATTACHED sample letter (also posted on DCP ARC Web at *_[http://dcparc.nci.nih.gov](http://dcparc.nci.nih.gov/)__ )_
- Customize the template and send this prior to their departure.
- Emphasize that they must arrive on a **business** visa
- Fax copies of their Visa and passport to Mary Lou

- THE DCP ARC

## DIVISION USE COPIERS

- The 2 printers on the second floor on Dr. Greenwald’s side of the wing are for Division use:
- These are high end; high capacity machines that are uniquely different than the other machines located throughout the Division.
- These expensive machines were specifically purchased thanks to the time and feedback provided by several research groups.
- The use of these machines (as opposed to using the X-number) will save you thousands of dollars.

- THE DCP ARC

## PURCHASE CARD SURVIVAL MEETINGS

-    			         *They’re back****!***
- If you have a purchase card, you should attend this important meeting:
-  9/3/02  10am-11am    Natcher

- THE DCP ARC

## THE END OF THE FISCAL YEAR IS NEAR

-   Sept. 30th is the end of this fiscal year.
-   Fiscal Year **’03** begins October 1st.
-   **What does this mean to you?**
- The ARC staff gets even busier
- You must cite the “3” CAN for:
- Work performed after Sept. 30th (PSO’s)
- Travel occurring after Sept. 30th (Gov’t T.).’s & ROC)
- Training (unless early registration is req’d)
- Be sure to attend our **Sept.** Fiscal Year Closeout Meeting (TBA) for more procedures and deadlines

- THE DCP ARC

## WHAT CAN YOU DO NOW TO GET READY FOR ’03?

- Now is a good time to look through your open credit card purchases.
- If you have not yet been billed for delivered products, call the vendor and ask them to charge your card.
- The more purchases you reconcile now, the easier your fiscal year closeout will be.

- THE DCP ARC

## WHAT CAN YOU DO NOW TO GET READY FOR ’03? (continued)

- Start closing out all of your open travel orders and vouchers.
- Remind your staff that all local travel orders must be submitted within the same fiscal year- If they have claims, turn them in now.

- THE DCP ARC

## DEADLINES:  Friday 9/13

- All Local travel orders for this fiscal year should be submitted by 9/13.  If someone travels after 9/13, please submit the voucher within 24 hrs of their return.
_**On Friday, 9/13:**_
- All complete purchase requests to the ARC are due.
- All Delpro requests are due.
- The last day to place orders on your credit card.

- THE DCP ARC

*If this deadline presents a problem, please contact your A.O.*

## OPEN DISCUSSION

- THE DCP ARC

## THANK YOU FOR ATTENDING THIS MONTH’S O.S.M.

- THE DCP ARC

- That's All Folks!