Operations Staff Meeting OSM June 12, 2002

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Operations Staff Meeting (OSM) June 12, 2002

• Presented by the DCP ARC

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NEW OSM SCHEDULE

• The DCP ARC will have a power point
  presentation for the Program Operation Staff the
  2nd Wednesday of every month.
• 230pm-330pm
• It is critical that you attend because well
  present policy changes/procedures.
• We encourage the submission of agenda items.

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LAST MONTHS ISSUES

• TRAVEL ISSUES
• PSOS

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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.

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PROCUREMENT ISSUES
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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)

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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.

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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.

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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

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BLACKBERRY AIRTIME RENEWALS

• Blackberry airtime service can now be purchased
  as a yearly charge on your Govt 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

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TRAVEL ISSUES
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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 ICs common
  account number (CAN).
• Sponsors may electronically wire money (checks)
  to the NIH. Wire transfer instructions can be
  obtained.

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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.

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Modifications to the Administrative Data Base
(ADB) System

• SEVERAL NEW FEATURES HAVE BEEN ADDED TO THE
  TRAVEL SCREENS IN THE ADB
• (continued)

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Modifications to the ADB

• FOREIGN TRAVEL ORDERS / VOUCHERS
• Users 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)

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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.

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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)

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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

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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.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.

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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.

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PERSONNEL ISSUES
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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-A
  nnounce.htm
• 
  (continued)

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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
• 1-912-757-3088 (from work)
• 1-800-573-0940 (from home)

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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.

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LONG TERM CARE

• Review the flier in your handouts
• Go to http//www.ltcfeds.com/
• Theres a Premium Calculator
• Theres a Cost of Care Calculator
• Theres a list of available contacts via e-mail
  and phone

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NEXT OSM MEETINGJuly 10th, 230-330pm

• 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!