# Presentation: 774645

## Operation Staff Meeting (OSM)February 2003

- Presented by the DCP ARC

*Putting the pieces together*

## AGENDA

- Reminders
- Conference Room Charges
- 2003 Simplified Acquisition Training Symposium
- Purchasing Business Cards
- Using Convenience Checks
- NBS Travel News
- Changing to the New Travel System
- NFT:  Common Errors
- EPMP Due Dates
- Trivia Contest

## REMINDERS

- Do not use Fed Ex to ship to foreign countries *(see the June 12, 2002 OSM presentation)*
- It is the timekeeper’s responsibility to enter a separation date in ITAS for departing employees.  If Lanette knows this date, she will notify the timekeeper; please notify Lanette if you know the departure date.
- Every pay period the timekeeper should ensure that the appropriate staff have a timecard in the system.
- Back Ups:  See attached list and verify that our information is correct.

## PROCUREMENT

- ISSUES

## Conference Room Charges

- The ARC is now responsible for tracking conference room charges in order to accurately estimate next FY’s requirements.
- At this point in time, we can track the charges in VSOF
- Be sure to cite your research group’s CAN# for these reservations- see your AO if you have a question about which CAN to cite for a specific meeting (ie shared meetings)
- We will discuss year end procedures later

## Conference Room Charges (continued)

- Please Note:
- If you cancel a conference room within 30 days, your research group must still pay the full price of this room rental.
- If you must cancel a reservation, email the Program Operations Staff and let them know you have a paid room that’s available; someone else may be able to use it.

## 2003 Simplified Acquisition Training Symposium

- Wed. & Thur.s 3/26-3/27/2003
- 9am-4pm
- National 4-H Conference Center, 7100 Connecticut Ave, Chevy Chase, MD
- Transportation will be provided via bus from EPN (departure schedules TBA)
- Free Continental breakfast and buffet lunch;
- Register:     _[http://fmp.cit.nih.gov/olao](http://fmp.cit.nih.gov/olao)_

**Notes:**
Vanessa

## Buying Business Cards

**Business Cards **are for**:**
- Staff whose position by its nature requires significant interaction with non-agency organizations.** **
**             ***(see attached handout for guidance)*
- The easiest method to obtain business cards is through our Office Of Communication’s website at:
- _[http://oc.nci.nih.gov/services/buscrdfm.html](http://oc.nci.nih.gov/services/buscrdfm.html)__ _
- You need an AO’s signature.
- They will print a set of 500 cards.
- Expect 2-3 weeks for delivery.

**Notes:**
Vanessa

## Buying Business Cards (continued)

**If a staff member has a specific need and wishes to go outside of the Office of Communications:**
- You may use your purchase card to obtain business cards.  However, you **must**:
- use _**Lighthouse for the Blind, Inc**_ *(set aside under the JWOD act as a mandatory source)*
- 800-799-0402
- _[Sales@seattlelh.com](mailto:Sales@seattlelh.com)_
- _[http://www.](http://www.lighthousestore.com/shop/open/product/index.htm)__[lighthousestore](http://www.lighthousestore.com/shop/open/product/index.htm)__[.com/shop/open/product/index.](http://www.lighthousestore.com/shop/open/product/index.htm)__[htm](http://www.lighthousestore.com/shop/open/product/index.htm)_
- have identifiers for DHHS and NIH (either text or logo)
- NOT exceed $70 per request, per individual.

**Notes:**
Vanessa

## CONVENIENCE CHECKS

**Some History:**
- IMPAC checks, also referred to as convenience checks, can be issued by Eric Graves:
**ONLY ONCE** to an individual for a Professional Service Order who:
- Either has _no_ ACH information in the ADB;
- Or has recently changed banks and/or
- Is unable to establish ACH information in the required time frame.
*These are considered rare and unusual circumstances*

**Notes:**
Vanessa

## CONVENIENCE CHECKS (continued)

**Additional Restraints**** on the use of these checks:**
- On January 13th, Kathleen Hargett emailed check holders a newly developed spreadsheet listing every individual in the NCI on a PSO who has received a convenience check over the last few years.
- Your AO must now check the professional’s name against that list before agreeing to issue a convenience check.
- Again, only 1 check (NCI wide) may be written per individual on a PSO.

**Notes:**
Vanessa

## CONVENIENCE CHECKS (continued)

**But what if the individual is foreign and does not have a US Bank account?**
- The ARC won’t issue a check; OFM will.
- You must still:
- Enter an EIN request in the ADB.  You must cite the individual’s contact information and mailing address;
- Submit an ACH form to OFM (leave bank info blank);
- For assistance you may contact the following OFM rep.s:
- Ratna Bhadra at 435-3505 with ACH questions;
- Darrell Barrett, 402-6063 for EIN request questions.
- The ARC will issue a regular, electronic PSO.
- OFM will cut a check and mail it to the individual.
*See Kathleen Hargett’s January 13, 2003 email (attached) for additional information*

**Notes:**
Vanessa

## TRAVEL

- ISSUES

## NBS TRAVEL NEWS

- The Roll-Out is scheduled for Spring 2003
- TRAINING:
- Step 2 has been streamlined in order for you to more quickly prepare for Step 3 Lab Day training
- (see attached email from NBRSS-Training 1/22/03)
- Step 3:  Classes available thru 2/28/03
- NOTE:  As of March 1, DCP will have to pay for classes.  Make sure you take your class before then.
- Register at _[http://training.cit.nih.gov/courselst.asp?lname=NBRSS](http://training.cit.nih.gov/courselst.asp?lname=NBRSS)_

## NBS TRAVEL NEWS

- Using the NIH Portal
- _[http://my.nih.gov](http://my.nih.gov/)_
- Take the Portal Training Tour
- Get used to the layout and options
- This will become your ‘launch’ page once NBS goes live.
- See attached “Using the NIH Portal” for instructions

## VOUCHER DEADLINES

- As a reminder, after the NBS travel system goes live, any travel orders approved in ADB must be vouchered via the ADB.
-  Therefore, please remember:  All vouchers are due to the ARC within 5 days from the completion of the trip.

## LARGELY ATTENDED MEETINGS

- A revised list of specific meetings was forwarded to DCP staff on Friday, 1/31 and Monday, 2/10.  Please discard the old listings.
- The revised list provides a due date for information, for each meeting.
- Travelers can respond directly to Mary Palmer and cc the appropriate OS.
-  However, we are requesting that the APAs print-out the listing and have it handy.
- Please review the listing to see whether or not any proposed trips are on the list.
- If you have any questions, call Mary Palmer.

## LARGELY ATTENDED MEETINGS (continued) 

- REMINDER:  If a traveler is attending but not presenting or otherwise actively participating in the meeting (serving on board, chairing session, etc.), a justification for attendance must be provided that demonstrates the benefit to the Research Group, the Division and/or NCI in attending.

## NFTs

- Common Errors being made on the NFTs:
- Under the International Emergency Contact block, please include both the name, address, and phone number for the host and hotel at each destination.
- When the travel is being sponsored, be sure to identify the name of the sponsor under the Detailed Funding Information block.
- The Total Funding for the Trip (which is the sum of the 3 sources of funds) and the Grand Total (which is the sum of the airfare, perdiem and other costs) must be equal amounts.
- 4) If any annual leave is being taken while on travel, please indicate the dates of the leave in the Explanation block for each destination.
- 5) NFTs are needed for Canada and Mexico, but not for Hawaii or Alaska.
*See Anne Rogerson’s email dated 1/30/03 for add’l info*

## Employee Performance Management Plans (EPMPs)

- Final 2002 plans are due Feb 21st.  The ARC needs the originals.
- 2003 EPMP’s are due to the ARC by Feb. 21st.  The ARC needs copies.
- Code 2 Supervisors will use a new format for their plans- information to follow.
- These should be submitted to Jill Hughes.

## Sustained Superior Performance Awards (SSPA’s)

- Starting this month, SSPA’s will use a new format.
- Guidance on this new format is forthcoming.
- Contact your Administrative Officer for further information if your research group has ***already*** completed an SSPA that is ready for submission.

## TRIVIA CONTEST

- February

## TRIVIA CONTEST

- Find the **TRIVIA CONTEST** slide in the last page of your handouts.
- Put your name on it and answer as many questions as you can.
- These have to be completed here in this room now.
- Eric will review them after this meeting and the person who gets the most correct answers, wins! You’ll get this month’s official Trivia Contest Certificate and a $25 Incentive Award.
- Next meeting we’ll announce who the winner was and we’ll have another contest.

## TRIVIA CONTEST

- What’s the OC Code for:
- A laptop purchase?_______________________
- Monthly cell phone service? ________________
- What does, “NBS” stand for? _____________
- What does “AEA” stand for?  _____________
- What is the most you can spend for business cards per request, per individual?  $________
- What is the date of the next Federal Holiday?  ___________________
- Identify your research group’s:
-  CAN#_______ HNC____  Custodial Code______
- Research Group Name ____(*spell it out*)_____

- NAME ______________________

## Thank you 

- Thank you

- The next OSM will be March 12th, 2:30-3:30pm

*Putting the pieces together for a new year*

- That's All Folks!