Operation Staff Meeting OSM March 2004

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Operation Staff Meeting (OSM)March 2004

• Presented by the
• DCP ARC

National Institutes of Health
DHHS
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AGENDA

• General Admin Issues
• 10 digit dialing
• The NCI Admin Intranet
• Travel
• Annual Leave while on travel
• New Ethics Routing
• HHS-99 Submissions
• AEA Memos
• Reimbursable Codes
• Personnel
• How to Request a W-2
• Benefits Information

2 HANDOUTS - PowerPoint Slides - New Matrix Org
Chart
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Administrative Issues
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Save the Taxpayers Some Money!

• Dont dial 9 unless you have to!
• 10 digit dialing should be used for all NIH phone
  numbers and most HHS phone numbers.
• These cost about 3 cents each.
• 9 10 digit dialing is used for
  outside/non-govt phone numbers and all long
  distance calls.
• Adding the 9 when its not needed ends up
  costing us taxpayers about 6 cents more a call.

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The New NCI Administrative Intranet

• http//camp.nci.nih.gov/admin/index.html
• A good resource for policies, procedures forms.
• The Travel Toolbox and Travel Topic Paks are
  especially useful.

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Travel Issues
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Annual Leave with an HHS-348

• There has been a new interpretation of the HHS
  regulations regarding leave in conjunction with
  sponsored domestic travel.
• However, weve been warned that this new
  interpretation may soon change There is talk
  that the Department is going to add further
  restrictions, but for now, the policy regarding
  leave with an HHS-348 is as follows

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Annual Leave with an HHS-348 (continued)

• Sponsored Domestic Travel
• The number of personal days (annual leave,
  weekends, Federal holidays) cannot exceed the
  number of days of official business.
• Previously, NO leave was permitted on Domestic
  348s.
• The day of departure and the day of return for
  official business can be counted as official
  business days.
• Sponsored Foreign Travel
• NO annual leave is permitted.
• Weekends Federal holidays are ok.

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Annual Leave Policy

• What about taking leave on non-sponsored trips?
• Domestic Travel The number of personal days
  (annual leave, weekends, holidays) cannot exceed
  the number of days of official business.
• The day of departure and the day of return for
  official business can be counted as official
  business days.
• Foreign Travel A traveler may be authorized
  leave in conjunction with an international trip
  one time per fiscal year and the annual leave
  taken can not exceed 2 days.
• You may not split the days and use one day for
  one trip, and the other day for another trip.
• Weekends Federal holidays do not count toward
  the leave time.

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Annual Leave Policy (continued)

• When annual leave or weekends are being taken,
  you must select Annual Leave or Non-Duty Days on
  the Other Authorizations Screen when entering the
  travel authorization and identify these days in
  the Comments Block.
• No expenses such as per diem should be provided
  for these days.

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New Instructions for 348 Sponsored Travel
Authorization Routing

• For Sponsored Domestic Foreign Travel Review,
  select Anne Rogerson
• New For Sponsored Domestic Foreign Ethics
  Review, select either Cynthia Morgan or Shari
  Wahlert.
• For Sponsored Domestic and Foreign Approval
  select Maureen Wilson.

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New Instructions for 348 Sponsored Travel
Authorization Routing continued

• We have attached a revised Travel Delegations
  and Travel Authorizations Routing sheet to your
  handouts.
• This revision reflects the addition of Shari
  Wahlert Cynthia Morgan to the Ethics routing.

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HHS-99 Submissions

• Non-Govt Meetings
• When an individual attends a conference or
  meeting in the local travel area that is
  sponsored by a non-govt group, prior approval is
  required.
• An HHS-99 Travel Authorization must be prepared
  by the Travel Planner and approved by the AO
  prior to the meeting.
• Choose Authorization as the document type
• Domestic Travel as the purpose, and
• HHS-99 Local Non Gov as the type
• A voucher should be prepared after the meeting to
  reimburse the traveler for allowable expenses.

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Local Travel

• On the other hand, Govt Sponsored meetings in
  the local travel area do not need prior AO
  approval.
• The planner should choose Local Voucher as the
  document type.
• Several local trips should be combined on one
  voucher and submitted quarterly unless a large
  amount of money is involved.
• If a meeting is sponsored by both Govt
  non-Govt, no HHS-99 is required.

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Actual Expense Allowance (AEA)

• When lodging requested exceeds the per diem
  amount, an AEA (Actual Expense Allowance) memo is
  required (either hardcopy or electronic).
• Remember that lodging may be increased up to 25
  using the CLA (Conference Lodging Allowance). No
  memo is required for CLA.
• AEA may not exceed 300 of the per diem rate.
• When entering AEA in an authorization, you must
  currently ignore the pre-calculated AEA lodging
  limit that the NBS system calculates that figure
  is incorrect. It should be 3 times (or 300) the
  govt lodging rate for that TDY.

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Actual Expense Allowance (AEA)

• When an AEA is requested, Actual Expense must be
  selected from the Other Authorizations Screen.
• Your travel authorization must include either a
  hard copy memo from the traveler, or an
  electronic memo entered into the NBS from the
  Travel Planner.
• The memo must
• Identify the specific TDY location and purpose of
  the travel.
• Include a cost comparison of three other lodging
  rates within the site location.
• A justification that the traveler must stay in
  the conference hotel is not sufficient.

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Payment Methods for Direct Reimbursable Expenses

• To eliminate confusion, the NBS Travel System has
  been reconfigured to display all payment methods
  in the Expense Category. Seeing all the payment
  methods will assist in allocation of direct (NIH)
  and reimbursable (Sponsor) expenses between
  projects and sponsors.

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Payment Methods for Direct Reimbursable
Expenses (continued)

• Previously, all Direct Expense Payment Methods
  were lumped together under other.
• With the configuration change, these are now
  broken out so that all of the direct expenses are
  visible.

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Payment Methods for Direct Reimbursable
Expenses (continued)

• Before, the reimbursable payment methods were
  represented as
• I In Kind
• R Both GTA Reimbursable Sponsored
  Reimbursable
• Now, the Sponsor Reimbursable Payment Method is
  separated out and represented by an S.

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Personnel
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Requesting W-2s

• If you need a duplicate, corrected, or prior year
  W-2
• Go to
• http//www1.od.nih.gov/ohrm/hrps/HRSolutions.htm
• Go to forms (near bottom) and theres a link to a
  Requesting a W-2 word document.
• The form tells you where to submit the request.
• A copy of this request form is also attached to
  your handouts.

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Benefits Information

• April 1st
• Federal Employees Health Benefit (FEHB) Service
  Day.
• The Service Day is for the benefit of FEHB
  enrollees of the respective plans below who have
  questions or problems with their enrollments or
  claims. These are one-on-one meetings with the
  plan representative. No appointment is
  necessary. You will be seen on a first come,
  first served basis.
• Building 31, Conference Room 8
• Health Plans Participating
• Blue Cross/Blue Shield 900am-3pm
• Kaiser Permanente 900am-12pm
• MD IPA 900am-1pm
• GEHA 9am-3pm

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Benefits Information (continued)

• April 7th
• Retirement Information Session
• This session is for CSRS and FERS employees who
  are contemplating retirement in the next 5 years.
• No pre-registration or fee is necessary.
• This session gives you an overview of retirement.
• Bldg 31, C Wing, 6th floor, Conference Room 6
• 1pm-330pm

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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!
Please come celebrate the pending addition to the
Smigel Croker family! TODAY 200 - 330 pm EPN
2nd floor kitchen