# Presentation: 736836

## ARC BriefingJune 2005

- Presented by the
- DCP / DCCPS ARC

**National Institutes of Health**

**DHHS**

## AGENDA

_**Welcome**_
_**Procurement Issues**_
- ARC Acquisition Deadlines
_**Travel**_
- Authorizations for Travel Crossing FY05 & FY06
- Comp Time Travel
- Highlights from the May 24 Travel Planners Mtg
- Vouchering Canceled Trips
_**Ethics Issues**_
- The new Outside Activity (520) Form
- Brief Explanation of the New HHS-521 form
_**Information for Employees**_
- June Employee Benefits Monthly Newsletter
- myPay –vs- ITAS
- TSP Interfund Transfers

## ARC Briefings are held the 2nd Thursday of every month.
From 2:30 to 3:30pm
We encourage agenda submissions and active participation.  If you have a topic for next month’s meeting, email Eric Graves in the DCP ARC.
Previous meeting presentations may be downloaded at http://www3.cancer.gov/prevention/arc/presentations.html

- From 2:30 to 3:30pm
- We encourage agenda submissions and active participation.  If you have a topic for next month’s meeting, email Eric Graves in the DCP ARC.
- Previous meeting presentations may be downloaded at *http://www3.cancer.gov/prevention/arc/presentations.html*

- Welcome!

**Notes:**
Welcome visitors.  Just to avoid confusion, the discussion points from the DCP ARC are specific to our Division.  Your Divisions may have different procedures.  At the end of our presentation Felicia will have some DEAS information. 

## Procurement Issues

## ARC Acquisition Deadlines

- Attached to your slides

## Travel Issues

## Authorizations for Travel Crossing FY05 & FY06 

- Fiscal Year 05 (FY05) ends Sept 30th; Fiscal Year 06 (FY06) begins on Oct 1.  If one of your customers travels across these dates, you must enter their travel authorization a little differently:
- If a trip crosses 2 fiscal years, you must process _**2**_ authorizations:
- An FY05 authorization with only FY05 dates & expenses.
- Provide **full per diem** for Sept. 30, and an
- FY06 authorization with only FY06 dates & expenses.
- Provide **full per diem** for Oct 1.
- Each travel authorization should reference the other in the Comments box:
- Reference the FY05 travel auth. number on the FY’06 travel auth.
- Reference the FY06 travel auth. number on the FY’05 travel auth.

*Continued *

## Authorizations for Travel Crossing FY05 & FY06 (continued)

- The following expenses should cite the FY05 CAN/Project Number:
- Tickets
- TMC fees
- Rental Car
- Any other expenses such as parking, tolls, lodging, meals, or taxis should cite the FY CAN/Project Number for the fiscal year in which the expense occurs.
- For example, a taxi ride on Sept 30th will be on the FY05 travel; and a taxi ride on Oct 1 will be on the FY06 travel.
- All GTA expenses belong on the FY05 Travel Auth.

## New ‘Other Authorization’ in NBS:  COMP TIME

- NBS has added a selection under **Other Authorizations** for CTT called, “Comp time Off for Travel.”
- This should be selected for ALL travelers except the ones listed in your handouts (T38 & Comm Corp).
- If Comp Time is claimed, a Comp Time Approval form and a Comp Time Tracking Sheet should be submitted along with the voucher.

## Highlights from the May 24th Travel Planner’s Meeting:

## How to Search for a travel document if you only have a TR#:

- Go to the NIH Travel User Community
- Under Travel Document Search box, found in the third column, select the Search Travel Documents link.
- The following screen will appear:
- From this screen, you can search by TR# or by the Traveler’s name
- NOTE:  Only those documents that YOU have created, reviewed and/or       approved will be listed.

## Submitting a Sponsor Request Form

- The “Adding a Sponsor to Customer Database Form” has been updated
- On address lines, please do not use a P.O. box

## Submitting a Sponsor Request Form

- The form’s Address Lines now have the same character limit as the corresponding electronic HHS-348 form.  An alert/error message appears if there is an attempt to exceed the limit.

**INCORRECT**

## Submitting a Sponsor Request Form

- Submitting a Sponsor Request Form

- This is how the form is supposed to be completed:

**CORRECT**

- Instructions on emailing this form to the NBS HelpDesk appear on the form (and on the next slide)

## Submitting a Sponsor Request Form

- You’ll need to save the form to your computer.
- Enter the customer information in the fields as shown on the previous slide.
- Send an email to NBS Customer Service Request ( *nbscreq@mail.nih.gov*) with the saved form.

##  Residence vs. Duty Station

- The travel planner will soon be able to select either the traveler’s duty station or residence from the departure drop down list on the itinerary screen:

##  Residence vs. Duty Station, Cont.

- Although the NBS Management Center is working to update all existing records, the update is not yet complete.  We will let you know when the update is complete so that you can begin using the drop down box.

## Cancellation/Deletion Request Form

- Submit to your HPOC

- The second page of the form has status guidelines explaining who can cancel/delete a document when.
- **attached to your slides**

- This question must be answered.

## Vouchering a Canceled Trip

- If an approved trip has been canceled and **Tickets have been issued**, you must amend the authorization:
- Delete all traveler expenses
- Set the Per Diem to $0
- RETAIN BOTH the GTA and TMC fee.  Please note, on the surface this may not make sense- “paying” for canceled airfare. However, this must be done in order to receive a credit from Omega.  The travel must claim both the airfare and TMC fee.
- Forward the Amendment to your AO for approval.
- Voucher both the **Airfare and TMC fee**
- If an approved trip has been canceled and Tickets **have NOT** been issued:
- alert your HPOC and the travel authorization will be deleted.

## Ethics Issues

## The New HHS-520 Outside Activity Form

- Effective immediately, all Outside Activities must be submitted using a new HHS-520 Outside Activity Form.
- This form is now posted on the DCP ARC Website along with a sample recusal, NIH 2657 and a Documentation Summary sheet: *http://www3.cancer.gov/prevention/arc/travel.html#outside*
*What’s new about the form?*
- The HHS-520 is now a 15 page document, but included as part of this document are:
-  the un-numbered supplemental sheet and
- the Notice & Excerpts (which were previously separate attachments).
- Along with this form, you must still attach:
- A 348/520 Route Slip;
- NIH 2657 for all activities except writing & editing,
- A recusal,
- A letter of invitation,
- A Position Description (PD) or billet,
- And any addit’l items as requested on the Documentation Requirement Summary.

## The New HHS-520 Outside Activity Form

*What else is new with the form?*
- Page 4 has 2 additional questions regarding the outside funding source.
- Page 5 requires that your customers list a ‘Record of Prior compensation from Same Source.’  This record goes back a period of 6 years.
- Page 14 requires that you list each additional item attached to the package.

## Annual Summary of Outside Activities (HHS-521) 

- Anyone who had an outside activity (HHS 520) in CY2004 must now submit an annual summary of those activities to the Ethics office (HHS 521)
- The only involvement for DEAS and other support staff members would be completing the electronic version of the form with information supplied by the scientific staff.  The form is due to the employee’s supervisor on June 13.

## Information for Employees

## June NIH Benefits Calendar

| Date | Event | Time | Location | Comments |
| --- | --- | --- | --- | --- |
|  |  |  |  |  |
| 6/16/2005 | Federal Employees Health Benefits (FEHB) Service Day** | 9:00 a.m. – 12:00 p.m. | Bldg 31/C Wing/ 6 th Floor – Rm 8 | Blue Cross/Blue Shield |
|  |   |   |   | GEHA |
|  |  |   |   | Kaiser |
|  |   |   |   |   |
| 6/29/2005 | Retirement Seminar* | 8:30 a.m. – 12:30 p.m. | Bldg 31/C Wing/ 6 th Floor – Rm 10 | No registration required |
|  | ( Note: Includes a TSP presentation by a representative from the Thrift Investment Board beginning at approximately 10:45 a.m.) |   |   |   |
| 7/21/2005 | Federal Employees Health Benefits (FEHB) Service Day** | 9:00 a.m. – 12:00 p.m. | Bldg 31/C Wing/ 6th Floor – Rm 9 | Blue Cross/Blue Shield |
|  |   |  |  | Aetna |
|  |   |  |  | MD IPA |
|  |   |  |  |   |

## myPay versus ITAS- What is the Difference?

- Effective April 17, 2005, Employee Express was replaced with myPay, DFAS' web-based employee self-service system.
- myPay is mandatory for all DHHS employees. myPay is used for the following actions: home address changes; direct deposit of your salary check; start, change or stop allotments; start, change or stop savings bonds; change Federal and state tax withholdings; start, change or stop your TSP and TSP catch-up contributions; and to request open season elections for health insurance. Additionally, you are able to access your bi-weekly Leave and Earnings Statements (LES) beginning with the pay period ending April 30th, and you will be able to access your W-2 in January 2006.
- ITAS will continue to be used to request leave and to view your pay slips for pay periods ending April 16th and before.
- Please note: There is a link in ITAS to myPay.

## CAN I REALLOCATE THE EXISTING CONTRIBUTIONS IN MY TSP ACCOUNT? 

- Yes. This is called an interfund transfer. An interfund transfer allows the reallocation of your account balance. You may do this at any time through the TSP web site under Account Access.
- To access your account, you will be required to enter your TSP PIN, which is different than your myPay PIN.
-  If you do not know your TSP PIN, you may request a new one on the account access page: *www.tsp.gov*
- Additionally, you may call the ThriftLine at 877-968-3778 to request an interfund transfer. A TSP PIN is also required for use of the ThriftLine.

## 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!