ARC Briefing March 2005

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ARC BriefingMarch 2005

• Presented by the
• DCP ARC

National Institutes of Health
DHHS
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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-2s

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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 230pm to 330pm.
• 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
  months meeting.

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Travel Issues
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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.

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Comments vs- Remarks as requested!

• Comments
• Have a designated link on the Document Toolbar
• Holds approximately 2000 characters
• Appear on the PDF Preview

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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

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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. 

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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. 

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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.

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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 HHS-520 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

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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.

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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.

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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 ?

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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 On-Line
  Help/Travel User Guide under Useful Resources on
  the Portal Travel Community Page or by going to
  http//nbs.nih.gov/Travel/PROT001.htm.

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Vouchering GTA Expenses for a Canceled Trip

• Amend the Authorization
• - Delete Traveler Expenses
• - Set Per diem (lodging/MIE) to 0
• - Retain GTA and TMC Fee.
• Approve the Amendment.
• Voucher from the Amendment w/Airfare and TMC Fee
  remaining.
• Approve the Voucher.

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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

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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.

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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

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Procurement Issues
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Replacement Cell Phones PDAs (Blackberries)

• 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.
• 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.

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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 dont have a file on the procurement, you
  should contact the project officer or requester
  for receiving information.

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Information for Employees
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Requesting Duplicate, Corrected or Prior Year
W-2s

• A duplicate copy of the prior years W-2 may be
  requested by Faxing the Duplicate W-2 Request
  Form (.doc) to the Benefits and Payroll Liaison
  Branch at [phone]. 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.

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Payroll Issues

• 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 Officers
  attention.
• Only you can access your Statement through myPay.
• Highly recommend that you review at least the
  first several Statements to check for errors 
• 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. 

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Payroll Issues (continued)

• Need more Information? Attend one of the
  following sessions
• DFAS myPay Presentations
• Tuesday, March 15, 130 to 330 PMNIH Building
  10, Masur AuditoriumBethesda, MarylandVideo
  Conference capability for NIEHS employees in
  101-C, Rall Building
• Thursday, March 17, 130 to 330 PMNCI Building
  549 AuditoriumFrederick, MarylandNCI Employees
  Only
• You may view a videocast of an earlier DFAS myPAY
  session by going to
• http//hr.od.nih.gov/dfas-mypay

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Payroll Issues (continued)

• For additional information, you can also check
  out the following website 
• http//hr.od.nih.gov/dfas-mypay/default.htm

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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!

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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.

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OPEN DISCUSSION
Problems? Issues? Concerns? Anything youd like
to see on next months agenda? Do you have
something youd like to present? Just let us know!