# Presentation: 040121

## Operation Staff Meeting (OSM)January 2004

- Presented by the
- DCP ARC

**National Institutes of Health**

**DHHS**

## Welcome Erika!

- Erika Schwab is the DCP ARC’s newest Administrative Technician
- She sits in the cubicle across from Eric in EPN 3055
*Please welcome Erika to the NCI!*

## AGENDA

_**PROCUREMENT**_
- CCR Registry
- PSO Issues
- Checking Payment Status
- New Purchase Card Refresher Course
- Updating Cardholder Information
- Delivery Dates
- The Intramall
_**TRAVEL ISSUES**_
- Anne Rogerson
_**MISC**_
- Changing Your Global Information
- Mileage Change
_**PERSONNEL**_
- Benefits Update

## PROCUREMENT

## The Central Contractor Registration (CCR) UPDATE

- Expanded use of the Central Contractor Registration (CCR).
- Recently the ARC was informed that the CCR is mandatory for PSO contractors as well as those performing services on purchase orders, so effective immediately, all PSO’s must have the CCR registry page attached (sample is in your handouts).
- Please remember that your meeting attendees must register themselves.  DCP staff can not perform this function.
- Direct them to: http://www.ccr.gov/ for more information.

## To search to see if a vendor is registered in the CCR
Go to: http://www.ccr.gov/
Go to “Search the CCR”
Type in the legal business name
Please do not submit requests for PSO’s/Purchase Orders to the ARC until the vendor is registered.
If you have problems with them registering, please contact your Admin Officer.

- Go to: http://www.ccr.gov/
- Go to “Search the CCR”
- Type in the legal business name
- Please do not submit requests for PSO’s/Purchase Orders to the ARC until the vendor is registered.
- If you have problems with them registering, please contact your Admin Officer.

- The Central Contractor Registration (CCR) _UPDATE_

## PSO Issues

- PSO Initiators must be                        *Scientific* staff
- Reminder:  Dr. Greenwald
- must approve all PSO’s

- PSO Worksheet

## PSO Issues  (continued)

- PSO Issues  (continued)

- PSO Print Review

- Receiving:
- If a scientific staff member other than the initiator signs receiving, you **must include the full “7-points of receiving”** in order to properly identify the receiver.
*Reminder:* Complete PSO requests are due to the ARC at least 1 week in advance

## Checking the Payment Status of Professional Service Orders (PSO’s) and Purchase Orders

- If a contractor/professional claims they haven’t received payment, here’s how to check the status of their invoice:
- (1) Make sure you have submitted receiving to the ARC.
- Expect a minimum of 2 weeks after submitting receiving before a treasury date will be issued.
- The ARC must enter the receiving in DELPRO
- The ARC must forward a copy of the invoice to OFM.
- Only then will OFM schedule a payment date.
*This whole process takes a few weeks!*
- (2) Find the order number (for example, SVC44105)

## Checking Payment Status (continued)

- (3) Log into the ADB, in DELPRO
- Type ‘**OPH**’ & hit enter
- Enter the Order number
- Begin at “type” as either “SV” or “MQ” then continue entering the order #
- _Look for the following:_
- Final receiving has taken
- place
- There is a Treasury Release
- Date.  Note: this uses a
- Julian Date (a Julian Calendar
- Is attached to your handouts).
- •	The person should receive
- A direct deposit approx 3 days
- From THIS date:

- Checking Payment Status (continued)

## Checking Payment Status (continued)

- A copy is attached to your handouts

- EXAMPLE:
- Julian Date = 3359
- 1st digit = Annual Year; in this case, 2003
- 359 corresponds to Dec 24th

## Most times the individual will discover that a direct deposit has in fact been made, but they weren’t sure what it was for. (The deposit is made by “DHHS”).
If no payments appear in the person’s bank account near that treasury release date, the individual will need to confirm their bank routing number with OFM.  OFM will not discuss bank routing information with anyone but the intended payee.
They will need to call OFM at 301-496-6088
They will ask to check the “status of an invoice”
They will need to have their order number.

- If no payments appear in the person’s bank account near that treasury release date, the individual will need to confirm their bank routing number with OFM.  OFM will not discuss bank routing information with anyone but the intended payee.
- They will need to call OFM at 301-496-6088
- They will ask to check the “status of an invoice”
- They will need to have their order number.

- Checking Payment Status (continued)

## However, if NO treasury date appears, but the order appears as ‘Final’ received in OPH, then our Office of Financial Management (OFM) never received an “invoice” copy of the order; OFM will not release funds until they receive this.
Alert your Admin Tech or AO and we will submit another copy to OFM.
As always, keep your AO informed.  If you’re handling a tough situation where someone has complained about not getting paid weeks or months after they performed a service, the ARC will want to help.

- Alert your Admin Tech or AO and we will submit another copy to OFM.
- As always, keep your AO informed.  If you’re handling a tough situation where someone has complained about not getting paid weeks or months after they performed a service, the ARC will want to help.

- Checking Payment Status (continued)

## New Purchase Card Online Refresher Course

- Visa IMPAC Cardholders and Card Approving Officials will be required to take a new, interactive online refresher course on card use and documentation requirements.
- The course will take approximately 1 hour.
- The designers expect you will find the course “so interesting and engaging that you will stay at your desk and complete it in one sitting.”
- However, you will be able to stop and start as your schedule requires.
- The training is scheduled to roll out Feb 1st 2004

## Cardholder Information Changes

- If your address, even if it is just your room number, or phone number has changed since your purchase card was issued and you have not notified Kathleen Hargett or the NIH Purchase Card Office, please send an email with the change to Kathleen Hargett ASAP
- The correct address is important because your office address is used as verification by vendors with US Bank.
- In addition, US Bank automatically sends your renewal card to the address listed on record.
- _Side note:_  current State of MD and District of Columbia DHHS Tax exempt Certificates are attached to your handouts.

## Delivery Dates on Purchase Card Logs

- There have been a lot of questions regarding what date should be inserted as the “Delivery Date” for courses, conferences, reprints, and subscriptions on your purchase card logs.  The NIH Purchase Card Team recommends the following:
- Conferences: The starting date of the conference.
- Courses:  The date the course begins.
- Reprints:  The date they are received.
- Subscriptions:  The date the subscription begins.
- **Please note:  these are Purchase Card Delivery Dates.  Not to be confused with PSO “received dates” which are always the last day of the meeting.

## A Word About the Intramall

- As far as we know, the Intramall is here to stay.  On the other hand, we all know the ADB is slowly being switched over to other systems.
- Therefore, we recommend Cardholders use the ordering and reconciliation features on the Intramall as opposed to the ADB.
- Why?
- The ARC staff uses and is familiar with the Intramall.
- You can set Scientific staff up as shoppers to save you time & effort.
- The more people who use the Intramall, the more it will grow.
- The Intramall is continually streamlining the ordering, log entry and reconciliation processes.

## TRAVEL

## NFT Submissions

- Anne Rogerson will be out of the country from January 19 to January 27.
- If you have any foreign travel taking place prior to March 1, please submit the NFTs for these trips by January 14 so that she can forward them to Fogarty before she departs.
- Also, if you have any sponsored travel taking place prior to March 1, please route the travel authorizations early so that Anne will receive them by January 14 for submission to the NCI Ethics Office.

## MISC

## How to Change Your Global Address Listing (GAL)

- Go to:  http://directory.nih.gov
- Click, “change” under “Change Entry”
- Enter your alias (for example, eg79e) and password
- Make your changes and submit

## DCP Staff Travel Training

- Joy will be calling on two or three of you to help design the Travel Training Class for DCP.
- Please let Joy know if you are NOT interested in attending this training.

## PERSONNEL

## Benefits Update

- Making an Address Change for Savings Bonds
- If you change your address via Employee Express, the change will NOT transfer to future savings bond purchases.
- To insure that the address is correct on your bond(s), you also need to complete a “Notification of U.S. Savings Bond Action” form and forward it to your HR office for processing.
- This form is available at http://forms.psc.gov/forms/HHS/HHS-357.pdf

## Change in Family Status and Health Insurance:
A change in family status is defined as marriage, birth or death of a family member, adoption, and divorce.
You may request to enroll or change your health enrollment due to a change in family status.
Your request may be submitted no earlier than 31 days before, or up to 60 days after the event.  
Other events that permit enrollments, change in enrollments, and cancellation of enrollments can be found at http://www.opm.gov/insure/03/qle.asp

Please note: Attached are copies of the 2004 Salary Table and a 2004 Payroll calendar

- A change in family status is defined as marriage, birth or death of a family member, adoption, and divorce.
- You may request to enroll or change your health enrollment due to a change in family status.
- Your request may be submitted no earlier than 31 days before, or up to 60 days after the event.
- Other events that permit enrollments, change in enrollments, and cancellation of enrollments can be found at _[http://www.opm.gov/insure/03/qle.asp](http://www.opm.gov/insure/03/qle.asp)_
- Please note: Attached are copies of the 2004 Salary Table and a 2004 Payroll calendar

- Benefits Update

## 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!

- Next OSM   Thur Feb 12th  2:30-3:30pm