# Presentation: 542205

## Operation Staff Meeting (OSM)May 2003

- Presented by the
- DCP ARC

**National Institutes of Health**

**DHHS**

## AGENDA

_**Reminders and Updates**_
- Market Research on Savin toner and developer
- Mandatory use of Omega
- Still trying to close out procurement
- DCP Matrix Organizational Chart
_**Travel**_
- NBS roll-out is delayed
- How to join the List Serv (DEMO)
- How to locate the US Embassy Address/Phone # for an NFT
_**Procurement**_
- New Reconciliation Report in the Intramall (DEMO)
- Setting up Shoppers in the Intramall (DEMO)
- Restriction of 3rd Party Payees for the Visa IMPAC
- Omega R.O.C.
- Shelter In Place Information
_**Personnel**_
- New assistant in HRMCB
_**Open Discussion**_
_**Trivia Contest**_

## Reminders & Updates

## Market Research on Savin Copier Supplies

- Look to your Copier S.O.P. books for the best prices on toner & developer
- Al and Darnell will keep us posted on future deals with the self service store for Savin Copier supplies

## Mandatory use of Omega

- Federal Travel Regulations mandate the use of our TMC (Omega) for the issuance of:
- Air and Train tickets;
- Contract rental car reservations;
- And hotel reservations.
- The use of Omega can help you avoid any misunderstandings regarding the hotel rate.  For example, always be sure to clarify that the “Gov’t Rate” = Federal “Per Diem”
- Also keep in mind that after-the-fact AEA’s will not be approved.

## Rental Cars

- Please be sure to submit a justification for rental car use along with the travel order for prior approval.
- When using ‘Cost Savings to the Gov’t’ as justification, be sure to include these costs as part of the rental car usage:
- Rental Car  charge
- Gas
- Mileage, if applicable
- Tax, if applicable ( VA & Florida have waived their taxes)
- Additional insurance*, if applicable
- *Note:  it is not necessary to purchase insurance coverage for rental vehicles when obtained from companies who are under Gov’t contract.  Under the negotiated contract, full comprehensive and collision damage is provided at no addit’l charge.

## Closing out Procurements

- Copies of all your open PSO’s and ROC have already been submitted to you.
- Please obtain receiving and submit these to Jill as soon as possible.
- If the orders need to be canceled, let Jill know.

## Closing out Records of Call

- The contact for Omega ROC Invoices is Sissy Weatherspoon
- E-mail address: sweatherspoon@owt.net
- Phone: 910-455-2002 ext 2155
- Sissy will be glad to e-mail/fax you the invoice for your ROC so you can check them and do your 7 points of receiving.
- Be sure the totals for Airfare, Service fee, & FedEx match your ROC total. If not, you need to change it on the ROC.

##  The DCP MATRIX Org Chartis a valuable resource of information for:CAN#’sHNC& Custodial Codesas well as contactsand phone numbers of Research Groups.

- PLEASE NOTE THE KEY HERE

- SEE HOW IT RELATES HERE

## TRAVEL

## DELAY IN NBS ROLL-OUT

- The NBS roll-out has been delayed until Fall ’03
- Refresher Sessions will be offered
- The Full Training (steps 1-3) is now being offered (see attached training schedule)
- Training on the ADB system is to be reinstated

## How to join a list serv

- Join the NIH Travel List-Serv and be notified via email of the most current information related to travel from Ellen Grant, Travel Services Manager, DSS, ORS
- You have two options to join:
- First, you may go to http://list.nih.gov/archives/nih_travel-l.html, click on the button that says join and follow the instructions to join the list. However, some people have been having difficulty with joining this way.
- Second, you may go to http://list.nih.gov, then select Browse, then type in Travel, then select the one that says NIH_Travel-L. After doing that, select Join or Leave List, and then you need to type in their name and email address.

## US Embassy Information

- Fogarty has requested that the address and phone number of the US Embassy in the country or countries to be visited must be included in the NFT International Emergency Contact Information Block
- This information can be found on the Dept of State’s web site at http://usembassy.state.gov/
- Then find the country being visited and click on it
- This will bring you to the US Embassy’s web page in that country.  The embassy address and phone number are often on that page or can be found in a link on that page.

## PROCUREMENT

## New Reconciliation Reports in the INTRAMALL

- DEMO
- These can be used for quick searches on previous transactions;
- The screens have some additional information like fiscal year CAN, etc
- The transaction screens go back several years- it’s easier than digging through paper files.

## Creating Shoppers in the IntraMall

- Purchase card holders can establish IntraMall accounts for non purchase card holders they support.  These “shoppers” will fill “shopping carts” with products from the IntraMall and send them to the Purchase Card Holder to purchase on their card.

## Creating Shoppers in the IntraMall

- How to add a shopper:   DEMO
- Under ‘Advanced Options’, click on ‘Manage your shoppers’
- Click on ‘Create a new user’
- Assign a user ID (for example,  jdoe )
- Select appropriate Institute;
- Complete the other fields **only if applicable (**ADB ID and others can be left blank!)
- Enter a generic password, shipping address and assign a CAN#

## Editing Your Profile in the IntraMall

- DEMO
- I recommend clicking, “I have shopper carts awaiting approval”
- This will give you email notification of pending cart approvals.

## Complete those Records of Call!

- When submitting Records of Call (for Omega airfare for example) all blanks on the form must be completed
- For Omega Records of Call, be sure to list the attendees (who, what, when & where)
- The purchase request is a 2-page document.  Please be sure to submit both pages.

## Complete those Records of Call! (continued)

- We have attached a new purchase request form which has a block added for the custodial code.

## Professional Service Orders

- When submitting Professional Service Orders (PSOs):
- All blanks on the PSO form should be filled in;
- Include the statement of work;
- Include the FAR Clause 52.223-6 Drug Free Workplace addendum
- Include a copy of the vendor alpha search display from the ADB proving the vendor’s ACH information.

## 3rd Party Payees

- The NIH Purchase Card Program has seen cardholders using third party on-line paying sites (such as PayPal and SpeedPay).
- Effective immediately, NIH Cardholders are prohibited from using any third party electronic paying systems.
- The burden is on the cardholders to ask, when placing orders, whether their account will be charged by the company they are placing the order with or whether their card will be charged by a third party.

## 3rd Party Payees

- Exceptions to this prohibition must be requested in writing and will be considered on a case by case basis.
- Additional questions regarding this prohibition may be submitted to the purchase card helpline 301-435-6606 or submitted to Creditcard@od.nih.gov

## Shelter In Place Information

- NIH has advised each Administrative Officer to coordinate the provision of a battery operated radio, flashlight and batteries to each suite.
- Although the purchase card can be used to buy these items under the “necessary expense rule,” a personal appeal justification is still required and the ARC will coordinate these purchases.
- The ARC is buying small radios, med kits, flashlights and batteries for each research group, the library and T41.
- These items will be given to the group chief to secure.

## PERSONNEL

## Carole Watson’s new assistant

- Stephanie Jackson  EPS 550, 5016

## OPEN DISCUSSION

- Problems?  Issues? Concerns?
- Anything you’d like to see on next month’s agenda?

## TRIVIA CONTEST

- Our trivia contest is designed to encourage attendance and offer a reward.  The contest is on the last page of your handouts.
- Participation is voluntary.
- The same person can’t win two times in a row
- If you want to play, fill out the attached sheet here in the conference room and turn it in to Eric when you’re done.
- Feel free to leave after the wrap up whenever you’re ready.
- I don’t discuss people’s scores, just who won.
- Have fun!

## TRIVIA CONTEST

- NAME_____________________

- What is Basic Prevention Science R.G.’s Custodial Code? ____________
- How much does it cost to use this room for just 1 hour? $_____________
- What do you need to do to “close out” an Omega ROC?______________
- 4.	If you have an urgent need for a particular item from a vendor who doesn’t accept VISA, but accepts PayPal, can you still buy the item? __________
- What 3 additional things make up your Rental Car cost?      _Rental cost_, ____________, ______________ and _________________
- What is the date and time of the next OSM?  _____________________
- What is the phone number to the library in EPS T39?