Operation Staff Meeting _OSM_

ARC Briefing March 2005 Presented by the DCP ARC National Institutes of Health DHHS AGENDA • • Welcome Travel – New Project Officer for TMC – Comments –vs- Remarks – Common Errors – Foreign Travel and use of the Travel Credit Card – HHS 520 (Outside Activities) Packet – Waived Registration Fees – Travel Cancellations/Deletions Request Criteria – Travel Advance Guidance – Vouchering GTA on a Canceled Trip – Adding PerDiem Rates – Misc Tips – Portal and Travel Website Changes Procurement Issues – Replacement Cell Phones & PDA Policy – Receiving Information for Employees – Requesting Duplicate, Corrected or Prior Year W-2’s – DFAS myPay Information – No More TSP Open Seasons • • Welcome • The Purpose of these Meetings: – To provide updates on policies, regulations and procedures. – To provide a forum where each of us can share time saving procedures and offer advice on ways to overcome administrative obstacles. – These meetings are scheduled the 2nd Thursday of every month from 2:30pm to 3:30pm. • Power Point Slides from these meetings are available on the DCP ARC Website at: http://www3.cancer.gov/prevention/arc/ under “Presentations” • Feel free to email Eric Graves topics for next month’s meeting. Travel Issues New Project Officer on the TMC Omega Contract • Ellen Grant is no longer the Project Officer on the TMC Omega Contract. • The new NIH Project officer is Linda Fitzwater. • She can be reached on 301-451-9299. • You may contact her via phone or email to report problems with Omega. Comments –vs- Remarks • Comments: – Have a designated link on the Document Toolbar – Holds approximately 2000 characters – Appear on the PDF Preview *as requested! Comments –vs- Remarks (continued) • Remarks: – Are entered on the Document Status screen and displayed in the Document History section – Holds a limited number of characters – Displays Traveler return remarks (if applicable) – These do NOT appear on the PDF Preview Common Errors noted by Kathy Chiacchierini • GTAs – R versus S – Anytime a ticket is obtained from Omega, the payment method is GTA, however when the sponsor is reimbursing NIH, the payment method is GTA reimbursable (R). If the traveler purchases the ticket from elsewhere (which should only occur in very rare situations), the sponsor is then reimbursing the traveler, not NIH, and the payment method is Sponsor reimbursable (S). Remember, GTA reimbursable pays Omega, Sponsor reimbursable pays the traveler. NETG travel – Do not prepare a $0 Authorization or Voucher for sponsored travel. All sponsored expenses must be identified as reimbursable or in-kind on the authorization and voucher. If a travel order is approved and the trip is then cancelled, before canceling the travel order, you must determine if tickets were issued by Omega. If tickets were issued, a voucher must be done for the tickets and TMC service fee in order to receive the credit from Omega. Before the voucher can be done, the travel order must first be amended to remove all expenses except for the ticket cost and TMC service fee. • • Common Errors noted by Kathy Chiacchierini (continued) • Sponsor Lookup – you can either use the sponsor lookup in the travel order (using *ALL CAPS*) or this website (no asterisks or CAPS required): http://datatown.nih.gov/scripts/nih_vendor/search.cfm. If the Source System column says LEGACY, the sponsor name is in the old ADB system and needs to be added to the NBS. If the Source System column says CUSTOMER, the sponsor name is in the NBS System. The NBS Management Center will begin to archive old records shortly. The first batch will be travel orders processed between 10/1/03 and 12/31/03. Each travel planner should go into the NBS Travel Portal Page and scroll down to Travel Document Reports in the left-hand column. Run the Open Travel Documents Listing and check that final vouchers have been completed for travel orders during this time period. Advance notice will be provided before these records are archived. • Foreign Travel and the use of the Travel Credit Card • Charges made overseas will include a 1.5% conversion charge when posted to your credit card . • These charges can be claimed on your travel voucher as a miscellaneous expense. HHS-520 Outside Activities Packet • As a separate handout, we have made copies of instructions for preparing the HHS 520 package. • This package includes: – A detailed explanation on the different blocks of the HHS520 form; – Examples of adequate and inadequate responses to the Supplemental Information sheet; – Information on completing the NIH 2657; – Sample copies of the entire HHS-520 package; Waived Registration Fees • If a registration fee is the only expense a sponsor has offered to reimburse or provide in-kind, a 348 does not need to be prepared. – However, this only applies when the registration fee is only providing a waiver or free attendance on the day on which a person is speaking. – Travel is then done on a regular travel order. • Please note: If the traveler is attending the entire meeting or more than just the one day they are speaking, ( the registration fee covers all days of the meeting), then a 348 travel order is required. – As a side note, please remember our Division policy is that the sponsor has to offer at least 75% of the total trip cost. Waived Registration Fees • For example: – If a waived registration covers all 3 days of a meeting: • And the traveler is only attending the day he/she is speaking, then a regular travel authorization may be done. Note that the registration fee was waived in your comments. • And the traveler wishes to attend ALL 3 DAYS of the meeting (and is only presenting 1 day), then a sponsored travel must be submited. – Again, Division policy is that the sponsor has to offer at least 75% of the total travel costs. Cancellations/Deletions Request Criteria • When submitting cancellation/deletion requests to the ARC, please provide the following information to Antoinette Wills (the DCP HPOC) via email: – Traveler Name – Document Number (TR#) – Reason for Cancellation / Deletion ( i.e. Trip was cancelled, duplicate Voucher, etc…) – Was a ticket issued by Omega ? TMC fee ? – Was there an advance ? New Guidance for Requesting a Travel Advance • Request advance on original Authorization and/or an Amended Authorization: – Advances calculated for Infrequent travelers & travelers who are Not Eligible to receive Travel Card (i.e. Fellows); – Only one cash advance per trip; – Advance may not be adjusted after approval. • Instructions for requesting an advance are available in step #10 of the Procedures for Creating a Travel Authorization in the OnLine Help/Travel User Guide under Useful Resources on the Portal Travel Community Page or by going to http://nbs.nih.gov/Travel/PROT001.htm. Vouchering GTA Expenses for a Canceled Trip • Amend the Authorization - Delete Traveler Expenses - Set Per diem (lodging/M&IE) to $0 - Retain GTA and TMC Fee. • Approve the Amendment. • Voucher from the Amendment w/Airfare and TMC Fee remaining. • Approve the Voucher. Standard CONUS PerDiem Rate • Condition: Both the TDY city and county locations are not on the per diem listing. • Click ADD Location button on Itinerary Screen. • Enter the city and state in the Per Diem Location field (i.e. Orono, ME). • Check the Unlisted Location box. • Highlight the Unlisted State field. • Click SAVE Location button in upper right corner of screen. NOTE: Do not use SEARCH or LOOKUP buttons Portal and Website Changes • – – – – Overall Goals of the Travel Portal Page: Consolidate all information into one location – Portal Travel page. Remove outdated Student Guides from the web. Encourage the use of Travel on-line help. Create a Resource Library of job aids, and other useful reference materials to be used in conjunction with on-line help. • – – – – – – Future Changes of the Travel Portal Page: Create a Travel page that is easier to use, easier to scan to find desired items. Make the Travel page shorter, less busy. Remove cluttered appearance; but do not remove any items. Organize sections so that most used and sought items are towards the top of the page. Alphabetize all lists. For each list, include a “Details” button. This button will take you to another page that includes the same list with a full description of each item in the list. Portal Travel Page Reorganization All Travel information will be moved from the NBS website: http://nbs.nih.gov to the Portal Travel page: http://my.nih.gov Current Look New Look Changes Include: Alphabetized list Details moved to separate page Removal of any duplicate info Procurement Issues • The purchase of any wireless communication device (cell phone, blackberry, or any PDA with wireless capability) requires the submission of a: – Purchase request; – Justification; – And Remote Access/Wireless Communications form which must be approved by the Executive Officer, NCI. Replacement Cell Phones & PDA’s (Blackberries) • This includes the purchase of new devices as well as replacements. – If one of your customers already has a cell phone/blackberry and it breaks, you must submit an entirely new package in order to buy a replacement. – However, repairs to existing devices can be done via a simple purchase request. Receiving on Procurement • Nancy has been going through the procurement files and has pulled any open procurements from the past few fiscal years. • If you receive a copy of a PSO, ROC or RQM with an inquiry about receiving from Nancy, please make every effort to see if the procurement should be closed or paid. • If you don’t have a file on the procurement, you should contact the project officer or requester for receiving information. Information for Employees Requesting Duplicate, Corrected or Prior Year W-2’s • A duplicate copy of the prior year’s W-2 may be requested by Faxing the Duplicate W-2 Request Form (.doc) to the Benefits and Payroll Liaison Branch at (301) 402-5506. The request will then be forwarded to DHHS for processing. Please make sure that the current address and the address to which the W-2 should be sent is correct on the form. • Effective 4/17/05 NIH will convert to a new Payroll System with the Defense Finance and Accounting System (DFAS). • Note: ITAS will continue to be our timekeeping system. • What does this mean to you? – Your Leave and Earnings Statement will have a new look. Sample attached to your package. • First one that you receive will show nothing in the Year to Date column. • Some Deductions may be different. Amounts over $5 should be brought to your Admin Officer’s attention. • Only you can access your Statement through myPay. • Highly recommend that you review at least the first several Statements to check for errors Payroll Issues – Employee Express will be replaced by myPay for all self service actions • Approximately on the week of 4/17 you will be sent a letter at your home address from DFAS (sample attached) with your new PIN number. • Employee Express will remain available until we notify you for the processing of actions, so if you have a change that needs to be made we recommend that you make the request now. • You will receive 2 W-2's for CY05. Payroll Issues (continued) • Need more Information? Attend one of the following sessions: • DFAS myPay Presentations: – Tuesday, March 15, 1:30 to 3:30 PM NIH Building 10, Masur Auditorium Bethesda, Maryland *Video Conference capability for NIEHS employees in 101-C, Rall Building – Thursday, March 17, 1:30 to 3:30 PM NCI Building 549 Auditorium Frederick, Maryland *NCI Employees Only – You may view a videocast of an earlier DFAS myPAY session by going to: http://hr.od.nih.gov/dfas-mypay Payroll Issues (continued) • For additional information, you can also check out the following website: – http://hr.od.nih.gov/dfas-mypay/default.htm No More TSP Open Seasons! As of July 1, 2005 you may make changes to your TSP account at any time. No more open seasons! YOU DO NOT NEED AN OPEN SEASON TO START, STOP, OR CHANGE YOUR TSP CATCH-UP CONTRIBUTIONS • If you are, or will be age 50 or older during Calendar Year 2005, and you are contributing the maximum amount to your TSP account (15% for FERS and 10% for CSRS), you can make additional catch-up contributions, up to $4,000, during Calendar Year 2005 by using Employee Express through March 17 (possibly a week or two after that date as well). • However, after the scheduled conversion to the new payroll system, DFAS, Employee Express will no longer be available. Until the scheduled implementation date of April 17th, you will need to submit the TSP-1-C Form to the Benefits and Payroll Liaison Branch located in Bldg 31/Rm B3C33. • Upon the scheduled implementation of DFAS, you must use myPay to start, stop, or change TSP Catch-up contributions. 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!