# Presentation: 115027

## Operation Staff Meeting (OSM)August 2003

- Presented by the
- DCP ARC

**National Institutes of Health**

**DHHS**

*Happy New Year!*

*Farewell fiscal year ’03 !*

## AGENDA

_**Reminders and Updates   **_
- OSM schedule change
- Conference Room Information_**   **_
- Examples of Appropriate Light Refreshments for Approved Conferences_**                  **_
_**Explanation of the Fiscal Year Closeout **_
_**Last Year’s Lessons Learned**_
_**Fiscal Year Closeout Procedures and Deadlines**_
- When to cite the fy’04 CAN
- In the Event of a CR
- Important Dates & Deadlines
- The Visa IMPAC Pre-obligation Process
_**The Roll Out of the New Business System**_
_**Open Discussion**_

## Reminders & Updates

## A Change of Schedule

- Our Operation Staff Meetings (OSM) have been on the 2nd Wednesday of Every Month from 2:30pm-3:30pm.
- This schedule creates a conflict for a staff member who’s research group has a meeting on that exact date & time:
**We will change our schedule to the 2****nd**** **_**Thursday**_** of every month from 2:30pm-3:30pm starting in October.**

## Helpful Information

**Conference Rooms** (see attached- *thanks to Jenny Gaegler for this information*)
- Phone #’s.
- Number of chairs in each room.
- Instructions for reserving a conference room.
- In case you’re involved in planning a conference which has been approved to serve “**Light Refreshments,**” Joy has attached an example of what is appropriate.
- Keep in mind, these are rarely done inside gov’t facilities and must receive prior approval.

## What Exactly is a Fiscal Year Closeout?

## The Fiscal Year Cycle

- Federal agencies receive their operating funds in the form of an annual appropriation from Congress
*Appropriations* provide budget authority to federal agencies enabling them to incur obligations and to make payments from the Treasury.
- NCI’s appropriated funds are available for one fiscal year.  After that, unspent funds revert to the Dept. of the Treasury and are no longer available.
- Fiscal Year ’03 ends Sept. 30th.
- Fiscal Year ’04 begins Oct. 1st, 2003 & ends Sept 30th 2004

## The Inevitable ‘CR’ 

- The Constitution bars the President and federal agencies from spending money in the absence of an appropriation.  However, sometimes an annual appropriation may not be passed before the start of the new fiscal year.
- When this happens, Congress passes a temporary measure called a ‘**Continuing Resolution**’  or ‘CR’
- A CR provides limited budget authority for agencies;
- a CR usually expires at a specific date;
- there can be many CR’s during one fiscal year.

## How a Fiscal Year Closeout Effects You (continued)

- The ARC’s workload dramatically increases.
- Your **credit card purchases** must be closely monitored & tracked.
- The ARC will need to know how much money you’ve obligated on your Visa IMPAC card.
- If you’ve made a purchase & the vendor hasn’t charged you by mid-September, you must _pre-obligate_ those funds (more on this later).
- All other open procurements including everything from conference room reservations to PSO’s & ROC must also be monitored, tracked, & closed out as quickly as possible.
- Any last minute equipment purchases for your program should be made **now** (see last month’s ECS III discussion)

## Last Fiscal Year’sLESSONS LEARNED

## Lessons Learned

- Always log your credit card orders:
- Your AO will need a list of your pending charges over the next few weeks. If your log is accurate and updated, this will be an easy task.
- Remember, maintaining a purchase card log is mandatory
- Be sure to “APPROVE” your charges once you’ve reconciled them in the Intramall.
- This obligates the funds. If the charges are approved, that money is already accounted for and we won’t need to have those charges listed.
- When we ask about your credit card obligations, let your AO know if you have any pending CREDITS or DISPUTES. We need to take these into account.
- Call vendors NOW to close those pending charges.

## Lessons Learned (continued)

- Plan ahead:
- Try to do daily reconciliations of your credit card purchases.
- Intramall Users:
- Review your “CAN Summary Report” now.
- Make sure your log is accurate and that you’ve logged all of your non-mall orders.

## Closeout Procedures & Deadlines 

## Procedures on citing the FY’04 CAN#

- You must cite the fy’04 CAN# for:
- Work performed after Sept 30th (PSO’s)
- Travel occurring after Sept 30th (Gov’t travel orders & ROC for non-gov’t travelers)
- Training (unless early registration is mandatory)
- Any travel orders placed prior to the enactment of an fy’04 appropriation must state that the order is “**Subject to the Availability of Funds**” in the remark’s field of the travel order.
- No tickets will be issued for fy’04 until an appropriation or CR is passed

## Important Dates & Deadlines

| Mon, Sept 8th | TRAVEL:
      Deadline for the submission of all FY’03 Local Travel Vouchers.
*Any local travel occurring after this date is due within 24 hrs of your traveler’s return
       Deadline for all Domestic, Foreign & 348 Travel Requests |
| --- | --- |
| Mon, Sept 8th | PROCUREMENT:
          Stop using your Visa IMPAC card. Alert your AO if this presents a problem
           All complete purchases requests for FY’03 are due to the ARC. |

- This slide appears as a single page at the back of your handouts.  We suggest you post this at your desk as a reminder.

## Credit Card Pre-Obligation Procedures

- We are still awaiting the formal email with this year’s deadlines for the Visa Pre-obligation process, but I met with Kathleen Hargett on Monday and received the tentative dates below.
_**Here’s what’s going to happen & what you must do**_:
- The ADB will temporarily stop downloading purchases beginning Wed. September 24th.
- After Sept 24th, you and your CAO must reconcile and approve all the charges which appeared by Thursday, October 2 at 5pm.
- But it’s possible not ***all*** of your charges will have appeared.  So, in addition to this, you will need to enter, and your CAO will need to approve the ADB’s _**OPTION 12**_, “Previous Year Oblig Adjust” screen.

## Credit Card Pre-Obligation Procedures (continued)

- _Here’s how you enter those Pre-obligations in Option 12_:
- Using your log, you will need to total up all your fy’03 purchases which have not yet appeared in the ADB (or the Intramall).  Keep the totals for each CAN# separate.
- Now enter these totals for each CAN# into the pre-obligation screen under OC 26.6L  (regardless of what OC you will eventually cite).
- Beginning Oct 2nd, the ADB will begin normal daily updates.
- You must do a 2nd monthly reconciliation on your normal date (Oct 18th) because charges might have been added to that month after the ADB started up again.
- As you reconcile, make sure you cite the fy’03 CAN# for the charges made in fy’03; this will automatically deduct the money set aside by your pre-obligation.      ***see demo***

## Slide 18

## Purchase Card Survival Meeting

*Good News!*  There will be a Survival Meeting held to discuss the end of the FY procedures on Wednesday, September 10th at Natcher.
- They will video cast and they will accept email questions during the presentation.
- The meeting is scheduled to begin either at 10am or 10:30am.
- Email with full details is forthcoming.

## ARE YOU READY ?

- THE NEW BUSINESS SYSTEM’S

_***TRAVEL MODULE***_

- ROLLS OUT _SEPT 1st_

## New Business System

- The NBS TRAVEL SYSTEM GOES LIVE 9/1/03!
- In the ADB:
- Enter all travel in the ADB taking place in FY2003, including travel with a departure date in FY2003 and a return date in FY2004.
- Note: Cannot be entered until 9/1/03 when fy’04 CANs will be available)
- The ADB will not allow FY2004 travel to be entered.
- The ADB will be available until September 30, 2003 for processing new FY2003 trips.
- The ADB will be available after September 30, 2003 to close out FY2003 trips.

## New Business System

- In the NBS:
- Enter all travel in the NBS that begins on or after October 1, 2003 (FY 2004)
- The NBS will not allow FY 2003 travel to be entered.
- No FY 2004 travel should be entered until the NBS System goes live

## New Business System

**TUESDAY TRAVEL TIPS:**
- You should be receiving emails each Tuesday with links to brief Job Aids, Slide Shows, and Exercises to complete.
- The ARC highly recommends that you complete these exercises.
**Training for your travelers:  ** Job aid will be emailed to all NIH employees this week.
- Questions?  Contact the ARC or NBS Customer Support at _<http://support.cit.nih.gov/>_ or 301-435-NBS7

## New Business System

**NBS TRAVEL REFRESHER WORKSHOPS:**
- Local, Foreign, and Sponsored Travel workshops to augment the Travel training you have already received from the Training & Development Branch (TDB) or the NBS training team.  Attend any or all of these hands-on workshops being conducted between now and August 29th.
- Classes have been added, so register with CIT at 301.594.6248 or _<http://training.cit.nih.gov/>_.

## NBS Tips

- The NBS Portal Page: http://my.nih.gov.
- Log in from here with your computer log in information.  As of 9/1/03, you will not need a password to get to the Travel System.
- Set the page up the way you like it.
- Access NBS Through:
- “Community”
- “NBRSS Travel Users”
- Work Flow:
- You as the Travel Planner are responsible for setting up routing.
- For example:
**Domestic:**  Reviewer to AO
**Foreign**:   Reviewer to AO to Dr. Greenwald
**Sponsored Travel**:   Reviewer to AO to Maureen Wilson
- * The ARC will be distributing Route Flow Charts with specific names shortly*

## Recommending Signature Sheet

- A Recommending Signature is mandatory for all travel:
- We recommend using the new “Travel Order Request form” (attached to handouts; on DCP ARC web)
- But you may also use a printed copy of Travel Order from NBS.
- What should be submitted to ARC?
- Travel Orders:
- .pdf file of Travel Order from NBS
- Recommending Signature (on Request form or Travel Order)
- Vouchers
- .pdf file of Voucher from NBS
- Everything  you normally submit now (receipts, invoices)

## NBS Email Notifications

- Email notifications will be sent when you route a travel order to the ARC.
- However, no notice is given if an order is “kicked back” to you.
- Be sure to check your status logs daily.
- This will tell you if your travel order has been approved or if you have something in your queue.
- If the travel order is approved, you may now fax it to Omega.

## The NBS Roll Out

- If you have problems:
- Set up a buddy system- perhaps use your back up person.
- Are there any ‘expert’ volunteers?
- Jill Hughes, Lead User for the DCP, is learning the system with everyone else.
- There will be an NBS “workshop” room.
- Last resort- the NBS help desk.
- Even though fy’04 travel can’t be entered now, it’s a good time to make travel preparations and finalize itineraries so you’ll have all the details done when you **can** enter it.

## 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!

_*Please note:  There will be no OSM in Sept*_