# Presentation: 865266

## OPERATIONS STAFF MEETING
JULY 2002

- JULY 2002

- THE DCP ARC

- NEW POLICIES

- NEW PROCEDURES

- ANNOUNCEMENTS

## LAST MONTH’S ISSUES

-   Foreign Visitors to the DCP (Including Canada)
- Remember:  They must be on either a WB or   B-1 Visa in order to perform work or attend a meeting.
-  If they arrive on a tourist Visa, we must turn them away.
-   If you have questions regarding a foreign visitor, contact our Fogarty Liaison, Mary Lou Carter.

- THE DCP ARC

## TRAVEL

- THE DCP ARC

## USE OF FOREIGN FLAG CARRIERS

- The following guidelines apply when individuals are traveling for the Government between the United States and a point outside the United States, to or from any of the possessions of the United States, to or from any foreign country, or between two points both of which are outside the United States.  All travelers whose travel is paid for from FEDERAL FUNDS must use U.S. flag air carriers unless these carriers are considered unavailable.  The Fly America Act requires Federal employees, consultants, contractors, grantees, and others performing United States Government-financed foreign air travel to travel by U.S. flag air carriers wherever possible.

- THE DCP ARC

## USE OF FOREIGN FLAG CARRIERS

-  NIH requires  preparation of NIH 2684, "Approval for Use of Foreign Flag Carrier."
- Under the block, "Reason for Using a Foreign Flag Carrier", the applicable policy justification found in NIH Manual Chapter, 1500-03-00, Transportation, must be cited on the form and an explanation of the traveler's situation provided to support the justification.

- THE DCP ARC

## USE OF FOREIGN FLAG CARRIERS- Justifications

- 1500-03-03 C. NIH Policy for Use of U.S. Flag Carriers
- 1500-03-03 E. Scheduling Principles
- 1500-03-03 F. Guidelines for Determining Unavailability of U. S. Flag Air Carrier Service
- 1500-03-03 G. Travel Between Two Points Outside the United States
- 1500-03-03 H. Short Distance Travel

- THE DCP ARC

## USE OF FOREIGN FLAG CARRIERS- EXAMPLE

-  For example,      “1500-03-03 E. Scheduling Principles - An origin or interchange point is not served by a U.S. flag air carrier.  Dr. Smith's trip originates in Brussels, Belgium and he is traveling to London, England.  No U.S. carrier is available.”

- THE DCP ARC

## NEW TRAVEL SYSTEM

-    			         ***HEADS UP!***
_**Feb 2003**_:  Start using the new travel system
-  It’s part of NIH’s New Business System (NBS)
-  It will be a Web Based System
- There will be a training program from 10/02-1/03 (exact dates TBA)
- The ARC will provide updates as they become available

- THE DCP ARC

## PROCUREMENT

- THE DCP ARC

## VENDOR BILLING DEADLINES

-  If you have received an item or service from a vendor and they haven’t billed you yet, you are still obligated to pay- even if they contact you years later for payment.
-  Therefore, be sure to resolve your open purchases.  Contact the vendor if you have to.
-  All open purchases from this fiscal year will have to be set aside and pre-obligated using this fiscal year’s funds (more on this process as we near fiscal year close out).

- THE DCP ARC

## PSO MINI TUTORIAL

_**DEFINITIONS OF A PSO:**_
-  A Professional Service Order (PSO) is a fixed price contract given to non-gov’t professionals providing a service to the NCI.
- In some cases, they may be paid an Honorarium (not to exceed $200/day),** or** they may be paid an hourly wage as a Fee for Service.
- Often, the PSO will only reimburse them for Per Diem and ground transportation.
- Airfare is procured separately from Omega on a R.O.C.
- Sole Source Justifications are req’d if  > $2,500.
- No PSO may exceed $3,000 in total cost.

- THE DCP ARC

## PSO MINI TUTORIAL (Continued)

_**A discussion of ACH**_
- -Checking ACH in DELPRO
- -Entering an EIN Request

- THE DCP ARC

## PSO MINI TUTORIAL (Continued)

_**The PSO package must contain:**_
-  A 3-line item _PSO WORKSHEET_,
*Honorarium, or Fee for Service: (or neither);*
*Per Diem*
*Ground Transportation*
*      ***The purpose should state, “To purchase expertise...”*
*      ***All lines on the worksheet should be complete*
-  A _Statement of Work_, and
-  A _Drug Addendum_.

- THE DCP ARC

## PSO MINI TUTORIAL (Continued)

_**RECEIVING:**_ *(What to do after the meeting)*
-  **Signed originals** are due to the ARC within **7 days** from the last day of the meeting.
*The ****professional must sign, date, and must write the total dollar amount**** of the PSO as indicated.  *
*These are ****fixed price contracts****, so we don’t need receipts unless there is a discrepancy with the amount. *We will consider all changes to the PSO only as long as we have documentation and an explanation.**
*The requester from the Research Group must sign the PSO, and ****must date the signature as the last day of the meeting.***

- THE DCP ARC

## PERSONNEL

- THE DCP ARC

## NED TRAINING SESSION

-  _**What is NED?**_
-  The NIH Enterprise Directory (NED) is a database containing  locator information on all NIH workers.  Its use is mandatory.
-  _**What are the benefits of NED?**_
-  It will provide one authoritative source for information
-  It will improve security

- THE DCP ARC

## NED TRAINING SESSION (Continued)

-  _**Who should be entered into NED?**_
-  All FTE employees;
-  temporary employees;
-  IPA’s;
-  Guest Researchers;
-  Fellows;
-  STEPS;
-  (see your A.O. if you’re unsure).

- THE DCP ARC

## NED TRAINING SESSION (Continued)

-  _**What are your responsibilities?**_
- The ARC is responsible for entering **new staff** into the NED;
- As APA’s, you are responsible for updating your group’s staff members in the NED and you are responsible for forwarding these changes to your assigned Admin. Tech in the ARC for approvals.
_** **__**Logging In**_  (use your ITAS login)
-  _[http://nedinfo.nih.gov/](http://nedinfo.nih.gov/)__ _

- THE DCP ARC

## MISC. ISSUES

- THE DCP ARC

## PIVOT CABINETS

- Firmly close the drawers before spinning (listen for the ‘click’);
- Don’t overstuff those hanging folders;
- Don’t force it if it’s not spinning;
- Spread the word to your staff.
- Contact your A.O. if you encounter a problem.

- THE DCP ARC

## OPEN DISCUSSION

- THE DCP ARC

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

- Our next Operations Staff Meeting (OSM) will be on **Wednesday, August 14****th** at 2:30 to 3:30pm.
- Feel free to submit agenda items to Eric.

- THE DCP ARC

- That's All Folks!