OPERATIONS STAFF MEETING

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THE DCP ARC

• OPERATIONS STAFF MEETING
• JULY 2002

NEW POLICIES
NEW PROCEDURES
ANNOUNCEMENTS
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LAST MONTHS ISSUES
THE DCP ARC

• Foreign Visitors to the DCP (Including Canada)
• Remember They must be on either a WB or B-1
  Visa in order to perform work or attend a
  meeting.
• If they arrive on a tourist Visa, we must turn
  them away.
• If you have questions regarding a foreign
  visitor, contact our Fogarty Liaison, Mary Lou
  Carter.

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TRAVEL
THE DCP ARC
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USE OF FOREIGN FLAG CARRIERS
THE DCP ARC

• The following guidelines apply when individuals
  are traveling for the Government between the
  United States and a point outside the United
  States, to or from any of the possessions of the
  United States, to or from any foreign country, or
  between two points both of which are outside the
  United States. All travelers whose travel is
  paid for from FEDERAL FUNDS must use U.S. flag
  air carriers unless these carriers are considered
  unavailable. The Fly America Act requires
  Federal employees, consultants, contractors,
  grantees, and others performing United States
  Government-financed foreign air travel to travel
  by U.S. flag air carriers wherever possible.

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USE OF FOREIGN FLAG CARRIERS
THE DCP ARC

• NIH requires preparation of NIH 2684, "Approval
  for Use of Foreign Flag Carrier."
• Under the block, "Reason for Using a Foreign Flag
  Carrier", the applicable policy justification
  found in NIH Manual Chapter, 1500-03-00,
  Transportation, must be cited on the form and an
  explanation of the traveler's situation provided
  to support the justification.

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USE OF FOREIGN FLAG CARRIERS- Justifications
THE DCP ARC

• 1500-03-03 C. NIH Policy for Use of U.S. Flag
  Carriers
• 1500-03-03 E. Scheduling Principles
• 1500-03-03 F. Guidelines for Determining
  Unavailability of U. S. Flag Air Carrier Service
• 1500-03-03 G. Travel Between Two Points Outside
  the United States
• 1500-03-03 H. Short Distance Travel

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USE OF FOREIGN FLAG CARRIERS- EXAMPLE
THE DCP ARC

• For example, 1500-03-03 E. Scheduling
  Principles - An origin or interchange point is
  not served by a U.S. flag air carrier. Dr.
  Smith's trip originates in Brussels, Belgium and
  he is traveling to London, England. No U.S.
  carrier is available.

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NEW TRAVEL SYSTEM
THE DCP ARC

• HEADS UP!
• Feb 2003 Start using the new travel system
• Its part of NIHs New Business System (NBS)
• It will be a Web Based System
• There will be a training program from 10/02-1/03
  (exact dates TBA)
• The ARC will provide updates as they become
  available

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PROCUREMENT
THE DCP ARC
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VENDOR BILLING DEADLINES
THE DCP ARC

• If you have received an item or service from a
  vendor and they havent billed you yet, you are
  still obligated to pay- even if they contact you
  years later for payment.
• Therefore, be sure to resolve your open
  purchases. Contact the vendor if you have to.
• All open purchases from this fiscal year will
  have to be set aside and pre-obligated using this
  fiscal years funds (more on this process as we
  near fiscal year close out).

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PSO MINI TUTORIAL
THE DCP ARC

• DEFINITIONS OF A PSO
• A Professional Service Order (PSO) is a fixed
  price contract given to non-govt professionals
  providing a service to the NCI.
• In some cases, they may be paid an Honorarium
  (not to exceed 200/day), or they may be paid an
  hourly wage as a Fee for Service.
• Often, the PSO will only reimburse them for Per
  Diem and ground transportation.
• Airfare is procured separately from Omega on a
  R.O.C.
• Sole Source Justifications are reqd if gt
  2,500.
• No PSO may exceed 3,000 in total cost.

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PSO MINI TUTORIAL (Continued)
THE DCP ARC

• A discussion of ACH
• -Checking ACH in DELPRO
• -Entering an EIN Request

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PSO MINI TUTORIAL (Continued)
THE DCP ARC

• The PSO package must contain
• A 3-line item PSO WORKSHEET,
• Honorarium, or Fee for Service (or neither)
• Per Diem
• Ground Transportation
• The purpose should state, To purchase
  expertise
• All lines on the worksheet should be
  complete
• A Statement of Work, and
• A Drug Addendum.

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PSO MINI TUTORIAL (Continued)
THE DCP ARC

• RECEIVING (What to do after the meeting)
• Signed originals are due to the ARC within 7
  days from the last day of the meeting.
• The professional must sign, date, and must write
  the total dollar amount of the PSO as indicated.
  
• These are fixed price contracts, so we dont need
  receipts unless there is a discrepancy with the
  amount. We will consider all changes to the PSO
  only as long as we have documentation and an
  explanation.
• The requester from the Research Group must sign
  the PSO, and must date the signature as the last
  day of the meeting.

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PERSONNEL
THE DCP ARC
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NED TRAINING SESSION
THE DCP ARC

• What is NED?
• The NIH Enterprise Directory (NED) is a database
  containing locator information on all NIH
  workers. Its use is mandatory.
• What are the benefits of NED?
• It will provide one authoritative source for
  information
• It will improve security

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NED TRAINING SESSION (Continued)
THE DCP ARC

• Who should be entered into NED?
• All FTE employees
• temporary employees
• IPAs
• Guest Researchers
• Fellows
• STEPS
• (see your A.O. if youre unsure).

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NED TRAINING SESSION (Continued)
THE DCP ARC

• What are your responsibilities?
• The ARC is responsible for entering new staff
  into the NED
• As APAs, you are responsible for updating your
  groups staff members in the NED and you are
  responsible for forwarding these changes to your
  assigned Admin. Tech in the ARC for approvals.
• Logging In (use your ITAS login)
• http//nedinfo.nih.gov/

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MISC. ISSUES
THE DCP ARC
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PIVOT CABINETS
THE DCP ARC

• Firmly close the drawers before spinning (listen
  for the click)
• Dont overstuff those hanging folders
• Dont force it if its not spinning
• Spread the word to your staff.
• Contact your A.O. if you encounter a problem.

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OPEN DISCUSSION
THE DCP ARC
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THANK YOU FOR ATTENDING THIS MONTHS O.S.M.
THE DCP ARC

• Our next Operations Staff Meeting (OSM) will be
  on Wednesday, August 14th at 230 to 330pm.
• Feel free to submit agenda items to Eric.

That's All Folks!