# Presentation: 909164

## Operations Staff Meeting (OSM)  June 12, 2002

*Presented by the DCP ARC*

## NEW OSM SCHEDULE

-   The DCP ARC will have a power point presentation for the Program Operation Staff the _**2**__**nd**__** Wednesday**_ of _**every month**_.
-   _**2:30pm-3:30pm**_
-   It is critical that you attend because we’ll present policy changes/procedures.
-   We encourage the submission of agenda items.

## LAST MONTH’S ISSUES

- TRAVEL ISSUES
- PSO’S

## THE DCP ARC HAS A NEW ADMINISTRATIVE OFFICER

- Please Welcome **Vanessa Day**
-   Vanessa is now in EPN 3059
-   Vanessa is the new Administrative Officer for the Organ System Groups.

## PROCUREMENT ISSUES	

## INTERNATIONAL SHIPMENTS	

- We are **not **allowed to use Fed Ex to send documents to _foreign countries_.
- There are 2 ways to send documents to foreign countries:
- If the shipment **is not** time sensitive: Use U.S. Postal Service
*Or *
-                             (continued)

## INTERNATIONAL SHIPMENTS (continued)	

-  If the shipment **is** time sensitive: Use the NIH Shipping Office:
- The document should be 30 unfolded pieces of paper or less in an addressed envelope (name, bldg, room, street address, zip code, phone number)
- Form NIH 1884-1 should be completed and attached to the front of the document
- Call the NIH Shipping Office at 496-5921 and they will send a courier to pick up the document. Delivery is within 2 days.

## TAX EXEMPT FORMS

- Purchases made with the Visa Purchase Card are Tax Exempt.   When you place an order, inform the vendor that the purchase is tax exempt.
- If asked, use the following Tax Exempt Numbers:
**District of Columbia:  0099813-001**
**Maryland:    30005004**
*   **(Copies of both Certificates are in the handouts)*
- If your card is charged with tax, it is incumbent upon you to contact the vendor to obtain a credit for the amount- you may not dispute the full amount of the charge.

## CREDIT CARD DISPUTES

-   Dispute Codes: *(see handout)*
-   You have a 60 day window to dispute charges.
-   If you dispute a charge, you need to:
- Submit a US BANK dispute form
- Dispute the charge in either the ADB or the Intramall using the appropriate Dispute Code

## BLACKBERRY AIRTIME RENEWALS	

- Blackberry airtime service can now be purchased as a** yearly** charge on your Gov’t purchase cards.
- If you purchased a Blackberry and/or airtime, CDWG should let you know when the service contract is due to expire.
- See handout for more information

## TRAVEL ISSUES

## CHECKS FROM SPONSORED TRAVEL

-     **If  you have a traveler who attends a sponsored travel (348) Business trip and the sponsor sends back a check in foreign currency:**
- The check does not have to be in U.S. Dollars.
- The money will be converted into U.S. Dollars before deposit occurs into the IC’s common account number (CAN).
- Sponsors may electronically wire money (checks) to the NIH. Wire transfer instructions can be obtained.

## RELOCATION TRAVEL	

- All Employees/appointments relocating to the NIH must acquire their airline transportation tickets through Omega.
- They are not allowed to purchase their own tickets with personal funds.

## Modifications to the Administrative Data Base (ADB) System

-    **SEVERAL NEW FEATURES HAVE BEEN ADDED TO THE TRAVEL SCREENS IN THE ADB:**
*                           **(continued)*

## Modifications to the ADB:

- _FOREIGN TRAVEL ORDERS / VOUCHERS:_
- User’s now have the ability to access foreign Per Diem rates during the creation and update of **Foreign **Travel Orders and Vouchers.  Just as on the **Domestic** itinerary screen, when a user enters a country/state name or two character state abbreviation in the  ‘LOCALITY-COUNTRY, STATE:’ field and hits enter, a list of cities for foreign or domestic countries/states will now appear.
-                                *(continued)*

## Modifications to the ADB:

- _FOREIGN TRAVEL ORDERS / VOUCHERS:_
- If a country/state name or two character state abbreviation is found the user will be presented with a screen of up to 14 per diem rates from which to select.  The selection is made in the same way as currently done on the domestic itinerary screen by typing in the city code 1 through 14 on the screen and hitting the enter key.  But **UNLIKE** the domestic screen in which you advance to the next page via PA1 (if the city that you are looking for is not on the current page), you will hit the **ENTER** key to go forward and the **PF2** function key to go backwards.

## Modifications to the ADB

- _DOMESTIC TRAVEL ORDERS:_
- During the creation and update of **Domestic **Travel Orders or Vouchers, users will now be able to access per diem rates for **non-contiguous** and **overseas U.S. states** and **territories**.  In the past, these had to be entered under the foreign travel mechanism.
-                                    *(continued)*

## Modifications to the ADB

- _DOMESTIC TRAVEL ORDERS:_
- These areas will have the following 'state' codes:
- 	AK	ALASKA
- 	AS	AMERICAN SOMOA
- 	HI	HAWAII
- 	GM	GUAM
- 	JA	JOHNSTON ATOLL
- 	MY	MIDWAY ISLAND
- 	NA	NORTHERN MARIANA ISLANDS
- 	PR	PUERTO RICO
- 	VI	VIRGIN ISLANDS
- 	WD	WAKE ISLAND

## TRAVEL TIPS

- Every two weeks, the list serv will provide you with brief articles on current travel topics and refer you to additional resources.
- Join the list by going to  _[http://list.](http://list.nih.gov/)__[nih](http://list.nih.gov/)__[.](http://list.nih.gov/)__[gov](http://list.nih.gov/)_  ,
- then select Browse, then type in Travel, then select the option
- NIH_Travel_L.  After doing that, select *Join* and enter your name and email address.

## Stopovers

- When preparing travel orders for official travel on the ADB _**DO NOT **_include a connecting point (change of planes) on the Itinerary Screen.
- Only if they have business in another city should another Itinerary Screen be used.

## PERSONNEL ISSUES

## OPEN SEASON FOR TSP	

- Thrift Savings Plan Open Season:
-                 May 15 – July 31, 2002.
- The open season announcement with full details can be found at:
- _[http://camp.nci.nih.gov/public/hr/TSP.OpenSeason-Announce.htm](http://camp.nci.nih.gov/public/hr/TSP.OpenSeason-Announce.htm)_
-                                              (continued)

## TSP OPEN SEASON

- Employee Express is the best way to request changes.  Employee express can be accessed in the following ways:
- _[http://www.employeeexpress.gov/emain.htm#](http://www.employeeexpress.gov/emain.htm)_
- 1-912-757-3088 (from work)
- 1-800-573-0940 (from home)

## LONG TERM CARE

-             Open Season is **July 1-Dec. 31, 2002**
- The Federal Long Term Care Insurance Program.
_**What is it?**_
- Long term care is ongoing assistance.
- Long term care can be provided in a number of settings, not just in nursing homes.
- Long term care is covered completely or in part by Long Term Care Insurance.

## LONG TERM CARE

- Review the flier in your handouts
- Go to _[http://www.ltcfeds.com/](http://www.ltcfeds.com/)_
- There’s a Premium Calculator
- There’s a Cost of Care Calculator
- There’s a list of available contacts via e-mail and phone

## NEXT OSM MEETINGJuly 10th, 2:30-3:30pm	

-   2ND Wednesday of every month
-   Feel free to send Eric _**Agenda Items**_:
- For example, possible topics could be:
-  Using specific systems/software;
-  Clarification on a procedure/regulation;
-  Group announcements.
-                                                    *THANK YOU!*