# Presentation: 711622

## Operation Staff Meeting (OSM)October 2003

- Presented by the
- DCP ARC

**National Institutes of Health**

**DHHS**

## AGENDA

- A76 UPDATE
- GENERAL NBS ISSUES
- 348 SPONSORED TRAVEL IN THE NBS
- ANSWERS TO EMAIL QUESTIONS
- OPEN DISCUSSION

## A76 Information

## Handouts

- Everyone should have a red _DCP ARC NBS Updates_ book
- These are for your use and maintenance as a companion to your training manual;
- This is a good place to store the weekly NBS emails;
- Write the major topic at the top of the printout and file accordingly.
- The binders are organized by major categories so you can quickly find what you’re looking for without having to dig through your old training manuals.
- Everyone should have a copy of today’s PowerPoint slides.

## Goals of Today’s Meeting

- We’ve organized several topics today, but we expect our discussions to spark a variety of questions from you.
- If we can’t clearly answer your question today, we won’t attempt a guess.  We plan to compile a list of your questions and we’ll email the question and answer to you as we get the answers.

## The New Travel Order Request Form

## NBS Travel Authorization Routing

** ****DOMESTIC TRAVEL**

-   Travel Planner

- Jill or Lanette (Admin Tech)

-          Eric, Mary Lou or Vanessa  (AO)

- * E-Mail Notification to Traveler

## NBS Travel Authorization Routing (continued)

**FOREIGN TRAVEL**

- Dr. Greenwald

- * E-Mail Notification to Traveler

-   Travel Planner

- Jill or Lanette (Admin Tech)

-          Eric, Mary Lou or Vanessa  (AO)

## NBS Travel Authorization Routing (continued)

**348 DOMESTIC SPONSORED TRAVEL**

- Traveler (Certify Checklist)

- Ethics Office Dr. Wilson

- * E-Mail Notification to Traveler

-   Travel Planner

- Jill or Lanette (Admin Tech)

-          Eric, Mary Lou or Vanessa  (AO)

## NBS Travel Order Routing (continued)

**348 FOREIGN SPONSORED TRAVEL**

- Traveler (Certify Checklist)

- Ethics Office Dr. Wilson

- * E-Mail Notification to Traveler

-   Travel Planner

- Jill or Lanette (Admin Tech)

-          Eric, Mary Lou or Vanessa  (AO)

- Dr. Greenwald

## More Workflow Charts

- These are basic travel authorization workflow charts.
- Keep in mind additional requirements (like upgrades) require additional approval levels.
- More in-depth workflow charts available at the following website:
- http://nbs.nih.gov/Travel_Refresh_Training.html#Flow

## New Lead Times

- See handout

- HHS-99

## Accounting Codes 

- See handout

## Get into the NBS Routine 

- Log into the Portal Page daily
- Check your queue;
- Know how to perform searches for travel authorizations.
- Ask your travelers to alert you when they receive an email approval notification. They could forward the email to you to be filed in an Outlook folder
- Contact the ARC before routing rush orders
- Make sure the people you route them to in the ARC aren’t on leave; if they are, ID their back-up.  This is especially important as we near the Holiday season.
- These actions allow the ARC to gear-up for a rush situation.

## Get into the NBS Routine 

- Use your Back-up Buddy!
- Share your expertise;
- The more you touch base for assistance or are able to offer help and support, the more comfortable everyone will become with the NBS.

## Hyperlinks of Q & A’s 

- Be sure to bookmark:
- http://nbstraining.cit.nih.gov/travelhelp/tpr/TRAVEL_PLANNER_REVIEWER.htm
- This website gives detailed instructions on how to accomplish a large list of tasks in the NBS.  These instructions include detailed screen shots from sample NBS travel orders and vouchers.
- It’s a quick and efficient way to get answers to your questions without having to dig through your guide books.

## Dates & Times of NBS Workshops 

- Unfortunately the next 3 Hands-On Help sessions are full.
- Be sure to look at the latest NBRSS Training dates on your portal page for more class times.
- NBS Travel System Classes are available
- Enroll at http://learningsource.od.nih.gov/_show_details.asp?cd_crs=2600
- Dates:
- 10/20 9am-4pm and 10/21/03 9am-12noon
- 11/17 9am-4pm and 11/18/03 9am-12noon

## Misc Issues 

- Remember to fix and update the per diem rates at the voucher stage;
- Unless it’s a sponsored travel package, please make sure both the paper travel authorization and the e-version are in Lanette and Jill’s in-box and queue within a 24 hour time period.

## NBS ISSUES

- 348 (SPONSORED)
- TRAVEL

## Who signs what?

- The traveler’s supervisor normally signs the travel order request form.  However, for sponsored travel:
- The supervisor will initial the travel request form;
- Dr. Greenwald must pen his signature on the travel request form.
- If the trip is foreign, Dr. Greenwald must also *electronically* approve the order.

## Traveler Checklist Authorization

- _The HHS-348 Checklist_
- Must be done by traveler electronically
- If the ARC returns the travel order, the traveler must re-certify the checklist
- Only the traveler can electronically authorize the checklist, so plan ahead to make sure the traveler is available to perform this function.
- The NBS Checklist is a little different
- 10 questions;
- The traveler must be able to answer “no” to all the questions in order for the 348 to move forward.

## Other Sponsored Travel Issues

- Block #7 on the 348 form, “Is the Department Paying Part of the Cost?” must be penned “yes” or “no” by the travel planner.  Federal cost must also be calculated and penned next to this response.
- For example, “Yes, NCI is paying $xx”

## How to add a sponsor in NBS

- As the planner, you must download the “Add Sponsor Request Form” from the NIH Portal Page:
- Complete the form;
- Save the form to your computer;
- Email the form to the NBS at: nbscreq@mail.nih.gov as an attachment;
- OFM receives, reviews & accepts or rejects the form.
- If accepted, OFM enters the sponsor in the NBS
- You will receive notification from OFM that the sponsor has been entered.

## Email Questions (continued)

- How can we check the NBS to see if the traveler’s address is there (w/o doing a TR)?
- Have your travelers update their Employee Express Information.  If that profile is correct, the NBS will be correct.
- Employee Express updates should be done by the employee.  They may now request a PIN# via email (if they lost their current pin#).  Go to:
- https://emloyeeexpress.com   [Employee Express]

## Email Questions (continued)

- If the traveler’s address is not in NBS, how can they add it in Employee Express when they are a Comm Corp?
- Comm Corp Officers do not use Employee Express.
- They should contact the Compensation Office at 594-2963.
- The Compensation Office will have the Officer complete an address change form.

## 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 Nov 13th  2:30-3:30pm