# Presentation: 269771

## Operation Staff Meeting (OSM)February 2004

- Presented by the
- DCP ARC

**National Institutes of Health**

**DHHS**

## Welcome Antoinette!

- Antoinette Wills is the DCP ARC’s newest Administrative Technician
- Antoinette has teamed up with Mary Lou.
- She came from the Dental Institute and is familiar with entering travel.
- Antoinette sits in the cubicle in EPN 3049  (Jill’s old cubicle)
- Jill has moved to EPN 3054
*Please welcome Antoinette to the NCI!*

**Notes:**
Came from Dental; familiar w/ entering travel

## AGENDA

_**PROCUREMENT**_
- DCP Worksheet for Services/Supplies
- Verifying ACH data
- Using the Gov’t Visa IMPAC Card
- File Retention
- Using the P/R & receiving approvals
- Limit of $100 for Incentive Awards
- Unauthorized Purchases List
_**BUDGET ISSUES**_
- Appropriations Bill is Signed
- Reduced Budgets

_**TRAVEL ISSUES**_
- Results of Management
-   Control Review
- Annual leave
- Voucher due dates
- NFT due dates
- Use of the Travel Card
- The HHS-348 ‘Acceptance Letter’
- Use of Non-Contract Carriers
- Active Outside Activities (HHS-520)
_**PERSONNEL**_
- TSP
- Retirement Information Session

**Notes:**
ERIC

## PROCUREMENT

## Fix to the ‘DCP Worksheet for Services/Supplies

_**The problem:**_
- PSO’s must consist of 3 line items:
- Honorarium/Fee for Service
- Per Diem
- Travel
- Our old form had Travel broken into 2 line items (Airfare & Ground)
- Every PSO had to be marked up prior to its entry into the ADB.

**Notes:**
ERIC

## Fix to the ‘DCP Worksheet for Services/Supplies

_**Here’s the fix:**_
- We have _2 new PSO worksheets_
- A Fee for Service worksheet, and a
- PSO with Honoraria worksheet
- Note:  If the Professional is not coming on a Fee for Service PSO, and is not receiving an honoraria, _use the Honoraria PSO form_; just put $0 on the 1st line.
- Refer to JUNE 2002 & NOVEMBER 2002 OSM Slides for addit’l information on PSO package requirements.  The slides are posted on the DCP ARC Website.
- Each of the new worksheets cites a different OC on the 1st line item.
- “Branch” has been changed to ‘Research Group’
- ‘To Purchase expertise for...’ starts out the Purpose field.
- Most Importantly:  The 3rd line item is the combined total cost of ground and air.

**Notes:**
ERIC

## Fix to the ‘DCP Worksheet for Services/Supplies

_**New PSO worksheets:**_
- These are Word documents
- These are posted on the DCP ARC Website
- Revision date noted on form

**Notes:**
ERIC

## Verifying ACH Data

- As everyone knows, you must verify a professional’s ACH information prior to submitting a PSO worksheet.
- Even if your VAS search shows “ACH Data Exists” on an individual, please be sure to note the ‘_Date Last Used’_
- We strongly recommend you ask the individual if they’ve moved or changed bank accounts since that time.
- If payments are made to a closed account, OFM must perform a check trace.
- This alone takes approx 6 weeks AFTER the individual has already waited several weeks for payment.  Only then can another payment be scheduled.

**Notes:**
ERIC

## Using the Gov’t Visa IMPAC Card

- Quick Reminders:
- File Retention for the Visa IMPAC card is now 3 Years after closeout.
- The ARC recommends the use of a purchase request form.
- There is a limit of $100 for Incentive Awards.
- Attached
- Unauthorized Purchases List;
- Audit Checklist

**Notes:**
JOY

## Budget Issues

**Notes:**
JOY

## Budget Issues

- We will be working with a fairly significant reduction in budgets this fiscal year.
- Please carefully consider and receive appropriate approvals from your Research Group Chief and Admin Officer before obligating funds on your credit card.
- Purchases for supplies and equipment which may have seemed ordinary in previous years, must undergo heightened scrutiny this year due to decreased funds.

**Notes:**
JOY

## Budget Issues (continued)

- The Appropriations Bill has been Signed.
- We are no longer required to add “Continuing Resolution Funding” to the Other Authorizations screen in the NBS.
- We are no longer required to add “Pending Availability of Funds” to procurement.
- If you’ve already submitted travel or procurement with this clause added, there is no need to change it.
- However, it should be removed from future orders.

**Notes:**
JOY

## TRAVEL ISSUES

## Results of Management Control Review

- Annual leave
- The audit showed that annual leave indicated in the travel document was not entered or approved in ITAS.  One of the results of this audit will be to more proactively monitor the leave status of travelers.
- Voucher due dates
- Domestic & Foreign travel vouchers were not submitted within 5 working days following the completion of a trip.  This is a DHHS requirement.

**Notes:**
JOY

## Results of Management Control Review (continued)

- NFT due dates
- Notification of Foreign Travel (NFT) must be entered at least 35 days prior to the trip start date.  This is an NCI requirement, and compliance levels need to be improved.
- Use of the Travel Card
- The audit showed that 11% of travel credit card charges examined were unauthorized; most of these occurred in conjunction with local travel.  Please remind your travelers that the use of government travel cards is NOT authorized when on local travel.

**Notes:**
JOY

## The HHS-348 Acceptance Letter

- The DCP ARC strongly recommends you use the *HHS-348 Acceptance Letter* (attached).
- This letter:
- Clarifies exactly what is being paid by the sponsor;
- Whether payments are ‘in-kind’ or reimbursable;
- This letter is attached and is posted on the DCP ARC Website under ‘Travel.’

## Use of Non-Contract Carriers

- Reminder:  Cost alone is no longer a sufficient justification for use of a non-contract carrier.
- It must be combined with one of the following:
- Space on a contract carrier is not available in time to accomplish the purpose of your travel;
- The non-smoking section is full and you cannot fly in the smoking section;
- Rail service is available and cost-effective

**Notes:**
JILL

## Use of Non-Contract Carriers (continued)

- Justifications for use of Non-Contract Carriers should be entered electronically in the NBS.
- This cuts down on paperwork;
- This makes the written justification a permanent part of the electronic file.
- As of March 1st, 2004, the ARC requires all Non-Contract Carrier Justifications entered electronically unless the memo is already prepared and submitted.
- As always, process the travel through your Admin Tech/AO team, but non-contract carrier justifications require ARC Manager approval.

**Notes:**
JILL

## Active Outside Activities

- When a Federal Employee has an active _Outside Activity (HHS-520),_ the person is prohibited from _**also**_ having an _Official Business Relationship_ (Committee Member, Advisory Board Member, etc) or _Official Duties_ (regular or HHS-348 travel) with the same organization.

**Notes:**
VANESSA

## Further Clarification:
Memberships with organizations such as ASCO, AACR, etc where the individual is speaking only and does not hold an Advisory Board Member or Committee Member position with the organization, does not require Ethics approval and can be done as part of an Official Duty on a regular program travel order.
HOWEVER, Official Business Relationships occur when someone holds any type of Board or Committee Position with an organization.  These require an ‘Official Duty Memo’ request which must be approved through the supervisor with final approval granted by our Ethic’s Office.  

- Memberships with organizations such as ASCO, AACR, etc where the individual is speaking only and does not hold an Advisory Board Member or Committee Member position with the organization, does not require Ethics approval and can be done as part of an Official Duty on a regular program travel order.
- HOWEVER, Official Business Relationships occur when someone holds any type of Board or Committee Position with an organization.  These require an ‘Official Duty Memo’ request which must be approved **through the supervisor** with final approval granted by our Ethic’s Office.

- Active Outside Activities (continued)

**Notes:**
VANESSA

## Further Clarification (continued):
HHS-348 (Sponsored Travel) is considered part of the traveler’s Official Duties and must be cleared by our Ethic’s Office.
Again, if someone holds any type of Board or Committee Position with an organization, they must ALSO prepare an Official Duty Memo in order to establish  an Official Business Relationship. If done in conjunction with an HHS-348, it should be submitted  along with the HHS-348 package to the NCI Ethics Office for approval prior to performing the activity.  

- HHS-348 (Sponsored Travel) is considered part of the traveler’s Official Duties and must be cleared by our Ethic’s Office.
- Again, if someone holds any type of Board or Committee Position with an organization, they must ALSO prepare an Official Duty Memo in order to establish  an Official Business Relationship. If done in conjunction with an HHS-348, it should be submitted  _**along with the HHS-348 package**_ to the NCI Ethics Office for approval prior to performing the activity.

- Active Outside Activities (continued)

**Notes:**
VANESSA

## Dr. John Smith currently has an approved and active HHS-520 with Acme Corp.
Can Dr. Smith perform official duties (travel on a travel order or go on a sponsored trip (HHS-348) to present to Acme Corp? 

- Can Dr. Smith perform official duties (travel on a travel order or go on a sponsored trip (HHS-348) to present to Acme Corp?

- Active Outside Activities (continued)

**NO!**

**Notes:**
VANESSA

## PERSONNEL ISSUES

## Thrift Savings Plan (TSP) Open Season Reminder

- Open Season is: April 15- June 30, 2004.
- Maximum contribution % allowable has increased for 2004:
- 14% FERS
- 9% CSRS
- IRS Elective Deferral Annual Limitation also increased to $13,000 for regular contributions.
- Helpful Link summarizes current and future percent and dollar limitations:
- http://www.tsp.gov/features/def_contribution-limits.html

**Notes:**
MARY PALMER

## Thrift Savings Plan (TSP) Open Season Reminder (continued)

- Catch-Up Contributions:
- You must be 50 or older and already contributing the max allowable.
- You may elect up to the current limit ($3,000 for 2004).
- Even if you’ve already done this in previous years, you must make a new election every year. (The earlier the better).
- Additional information is also attached to your handouts.

**Notes:**
MARY PALMER

## Retirement Information Session

- Feb 25th in Bdg 31, C wing, 6th floor, Conf room 6  9am-11:30am
- A session for CSRS and FERS employees who are contemplating retirement in the next 5 years.
- No pre-registration or fee is necessary.
- This session offers an overview of retirement benefits.

## 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!

- Next OSM   Thur March 11th  2:30-3:30pm