# Presentation: 040109

## Operation Staff Meeting (OSM)June 2003

- Presented by the
- DCP ARC

**National Institutes of Health**

**DHHS**

## AGENDA

_**Reminders and Updates                        **_
- Receiving Update & Thank You
- Please Share the Info
_**Demo**_
- NCI Cancer Research Portfolio Advanced Search
_**Procurement**_
- DEMO:  Filemaker Pro Purchase Request
- Record Retention for Purchase Cards Amended
- Acquisition of PDA’s
- Updated NIH Purchase Card Program Unauthorized list
- Not Getting Scammed by “Drop Ship” Vendors
_**Travel**_
- Confirmation of NFT’s & Completing Trip Reports
- Omega Fees
- Updated Travel Policy (Upgrades)
- AACR 2003

_**Personnel**_
- Maintain NED Information
- Benefit Information
- Addressing Your Personnel Needs
_**Open Discussion**_
_**Trivia Contest**_

## Reminders & Updates

## Receiving Update & Thank You!

- Follow up to April request:
- We had asked that you submit final receiving for your open procurements (ROC, PSO’s etc).
- The response was very positive & timely.
- This allowed Jill to close out all currently pending files.
*Thank You!* From the ARC
- As we’re moving into the 4th Quarter of the fiscal year, it becomes even more imperative that you continue to submit your final receiving as soon as possible.

## Please Share the Info!

- Please share the slides and/or information from these meetings with your group;
- One of last month’s topics came up a few weeks ago and the traveler obviously hadn’t heard anything about it: (Omega should make hotel reservations; a hotel’s “gov’t rate” and the legal Federal Per Diem Rate may not be the same)

## DEMO

- The NCI Cancer Research Portfolio Advanced Search:  http://researchportfolio.cancer.gov/
- Use this to see if NIH has any contracts or grants with an organization
- This information must be put on HHS-348 (sponsored trips) & HHS-520 (outside activities) route slip.
- The Advanced Search works better than just a regular search from the main page.

## Procurement

## DEMO

- Filemaker Pro Purchase Request

## Record Retention for Purchase Cards

- The length of time purchase card records must be retained has changed.
- A transaction log, file and documentation may be destroyed 3 years after FINAL PAYMENT is made.
- Remember, you can always contact the Purchase Card Program with any of your Visa IMPAC questions:
- Creditcard@od.nih.gov
- 301-435-6606

## New NIH Policy on the Acquisition of PDA’s

- All Personal Digital Assistants [PDA’s] (including those with non-wireless connection- *Palm Pilots*) must be approved by the IC Executive Officer.
- This includes the acquisition of new or replacement models.
- Please check with your AO if you have a specific question regarding the purchase of a PDA.

## Updated NIH Purchase Card Program Unauthorized Purchases List

- The Unauthorized list:
- Is attached;
- Is as of 4/15/2003
- Please take special note of ‘f’ and ‘m’ from this list:
- Approved Memberships/Subscriptions must be in the professional’s title rather than name;
- Maintenance contracts may not exceed 60 days.

## Not Getting Scammed by “Drop Ship Vendors”

- Some disreputable companies will use personal information to create bogus orders and will drop ship supplies to you with an amount due.
- Be wary of “cold” calls where the solicitor wants a lot of information.
- Please don’t give ARC name & number to solicitors.
- If you receive an unwanted call from a solicitor simply ask them to fax over their business information for your review at a later time.
- I usually suggest they join the Intramall. Pam Robbins can help direct them, or they may email at sales@biospace.com or call 888-BIOSPACE.

## TRAVEL

## Confirming NFT’s & Completing Trip Reports

- Please remember: NFT preparers must confirm trips once their travelers have returned from travel.
- Once a traveler has returned, the NFT form that you prepared automatically goes to the Trip Report Bin and requires confirmation of the trip data (dates, costs, sponsors, etc) are confirmed and corrected.

## Confirming NFT’s & Completing Trip Reports

- To confirm a trip:
- Go to _[http://ogha.psc.gov/ogha/](http://ogha.psc.gov/ogha/)__ and click on the WIP login screen._
- Your username is your email address and your password is PREPARER.
- Log in, go to the bottom bin called, “Awaiting Trip Report”
- If there are trips for you to confirm, click on “Confirm Trip/Save Report” next to the traveler’s name.
- Review information, if correct, click the ‘Confirm NFT’ button

## Confirming NFT’s & Completing Trip Reports (continued)

- To confirm a trip (continued):
- Check the box next to the traveler’s name
- Put n/a in the ‘Report Description’ text box
- Click on the gray browse button and find the NoTripRptReq.PDF file
- Double click this file
- Finally, click on the submit button
- The Report will no longer be in your AWAITING TRIP REPORT bin.
- (see attached email ‘Joy Osborne June 2nd’ for additional instructions)

## Confirming NFT’s & Completing Trip Reports (continued)

- Please note:  There is a new policy regarding the submission of trip reports.
- Follow the steps on the previous slides to complete any overdue trip reports in your que.
- This new policy is effective for trips occurring after May 30th, 2003.
- This new policy and procedure will be presented at the next OSM

## Omega Fees

- OFM has informed us of continued problems regarding Gov’t Travel Acct (GTA) charges in the accounting system:
- _Resolution_:
- Accurate input of cost including transaction fee on the travel order (amounts should not be rounded)
- For example, if the airfare is estimated at $500, and you make the reservation by Email/Fax, the service fee is $23.50, for a total estimated cost as $523.50- *don’t round up*.
- If the tickets were changed, GTA cost should be changed to reflect the additional transaction fee.

## Airfare Upgrades: Revised Policy

- The policy for accepting premium other than first class common carrier accommodations is more restrictive.
- Effective June 16th, 2003, DHHS is requiring staff to have a layover rather than fund the additional cost of business class where the gov’t is funding the ticket.
- You may authorize premium other than first-class flight if the scheduled **actual flying time**, _**not including domestic layovers**_, is in excess of 14 hours, **AND** a rest stop cannot be taken because of the urgency of the mission.

## AACR 2003

- An HHS-99 “Authorization to Attend Non-Gov’t Sponsored Meetings” must be prepared and approved _prior to the trip_ for individuals planning on attending the AACR 94th Annual Meeting in Washington, DC.
- More than one person may be entered on this form.
- This approved HHS-99 form must be attached to the local travel voucher.

## Paper Ticket Fee

*Reminder*: certain airlines will charge $20 for a paper ticket when an e-ticket is available but is not chosen.
- Effective immediately American Airlines has increased their fee to $50 for a paper ticket.
- Other airlines currently charging for paper tickets are: Delta & Continental, but surely more will follow suit.

## Personnel

## Maintaining NED

- Please be sure to update your staff’s information in NED http://nedinfo.nih.gov/

## Benefit Info

- Benefit Events:
- Blue Cross/Blue Shield Service Day:  Bldg 45, Conf Rm C1 & C2 – 9am-3pm 6/17
- The service days are for enrollees who have questions or problems with their enrollments or claims. These are one-on-one meetings with the plan representative. No appointment is necessary; you will be seen on a first come, first served basis.
- Retirement Information Session: Bldg 31, Conf Rm 10 (C Wing, 6th Floor) 1pm-3pm 6/17
- MD IPA Service Day Bldg 31, 8A23 9am-1pm 6/17
- Flexible Spending Accounts open season will close 6/20
- TSP Open Season continues to 6/20
- See email ‘Benefits Update’ for additional Information

## Addressing Your Personnel Needs

- We want to help you get the information you need as quickly as possible.
- To accomplish this, please contact the ARC with your Personnel needs.
- If we can’t immediately answer your question, we will forward the issue to HR and follow up until we have a response.

## 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_____________________

- Can you purchase a regular Palm Pilot without clearance from the ARC? ________________
- How long must you maintain your credit card files?______________
- What O.C. should you use for the AACR meeting in D.C.? ____________
- What building is the MD IPA having their Service Day? _____________
- Spell the Director, NIH’s first and last name __________________
- Spell the Director, NCI’s first and last name __________________