Operation Staff Meeting OSM January 2004

1
Operation Staff Meeting (OSM)January 2004

• Presented by the
• DCP ARC

National Institutes of Health
DHHS
2
Welcome Erika!

• Erika Schwab is the DCP ARCs newest
  Administrative Technician
• She sits in the cubicle across from Eric in EPN
  3055
• Please welcome Erika to the NCI!

3
AGENDA

• PROCUREMENT
• CCR Registry
• PSO Issues
• Checking Payment Status
• New Purchase Card Refresher Course
• Updating Cardholder Information
• Delivery Dates
• The Intramall
• TRAVEL ISSUES
• Anne Rogerson
• MISC
• Changing Your Global Information
• Mileage Change
• PERSONNEL
• Benefits Update

4
PROCUREMENT
5
The Central Contractor Registration (CCR) UPDATE

• Expanded use of the Central Contractor
  Registration (CCR).
• Recently the ARC was informed that the CCR is
  mandatory for PSO contractors as well as those
  performing services on purchase orders, so
  effective immediately, all PSOs must have the
  CCR registry page attached (sample is in your
  handouts).
• Please remember that your meeting attendees must
  register themselves. DCP staff can not perform
  this function.
• Direct them to http//www.ccr.gov/ for more
  information.

6
The Central Contractor Registration (CCR) UPDATE

• To search to see if a vendor is registered in the
  CCR
• Go to http//www.ccr.gov/
• Go to Search the CCR
• Type in the legal business name
• Please do not submit requests for PSOs/Purchase
  Orders to the ARC until the vendor is registered.
• If you have problems with them registering,
  please contact your Admin Officer.

7
PSO Issues
PSO Worksheet

• PSO Initiators must be
  Scientific staff
• Reminder Dr. Greenwald
• must approve all PSOs

8
PSO Issues (continued)
PSO Print Review

• Receiving
• If a scientific staff member other than the
  initiator signs receiving, you must include the
  full 7-points of receiving in order to properly
  identify the receiver.
• Reminder Complete PSO requests are due to the
  ARC at least 1 week in advance

9
Checking the Payment Status of Professional
Service Orders (PSOs) and Purchase Orders

• If a contractor/professional claims they havent
  received payment, heres how to check the status
  of their invoice
• (1) Make sure you have submitted receiving to the
  ARC.
• Expect a minimum of 2 weeks after submitting
  receiving before a treasury date will be issued.
• The ARC must enter the receiving in DELPRO
• The ARC must forward a copy of the invoice to
  OFM.
• Only then will OFM schedule a payment date.
• This whole process takes a few weeks!
• (2) Find the order number (for example, SVC44105)

10
Checking Payment Status (continued)

• (3) Log into the ADB, in DELPRO
• Type OPH hit enter
• Enter the Order number
• Begin at type as either SV or MQ then
  continue entering the order
• Look for the following
• Final receiving has taken
• place
• There is a Treasury Release
• Date. Note this uses a
• Julian Date (a Julian Calendar
• Is attached to your handouts).
• The person should receive
• A direct deposit approx 3 days
• From THIS date

11
Checking Payment Status (continued)
EXAMPLE Julian Date 3359 1st digit Annual
Year in this case, 2003 359 corresponds to Dec
24th
A copy is attached to your handouts
12
Checking Payment Status (continued)

• Most times the individual will discover that a
  direct deposit has in fact been made, but they
  werent sure what it was for. (The deposit is
  made by DHHS).
• If no payments appear in the persons bank
  account near that treasury release date, the
  individual will need to confirm their bank
  routing number with OFM. OFM will not discuss
  bank routing information with anyone but the
  intended payee.
• They will need to call OFM at 301-496-6088
• They will ask to check the status of an invoice
• They will need to have their order number.

13
Checking Payment Status (continued)

• However, if NO treasury date appears, but the
  order appears as Final received in OPH, then
  our Office of Financial Management (OFM) never
  received an invoice copy of the order OFM will
  not release funds until they receive this.
• Alert your Admin Tech or AO and we will submit
  another copy to OFM.
• As always, keep your AO informed. If youre
  handling a tough situation where someone has
  complained about not getting paid weeks or months
  after they performed a service, the ARC will want
  to help.

14
New Purchase Card Online Refresher Course

• Visa IMPAC Cardholders and Card Approving
  Officials will be required to take a new,
  interactive online refresher course on card use
  and documentation requirements.
• The course will take approximately 1 hour.
• The designers expect you will find the course so
  interesting and engaging that you will stay at
  your desk and complete it in one sitting.
• However, you will be able to stop and start as
  your schedule requires.
• The training is scheduled to roll out Feb 1st 2004

15
Cardholder Information Changes

• If your address, even if it is just your room
  number, or phone number has changed since your
  purchase card was issued and you have not
  notified Kathleen Hargett or the NIH Purchase
  Card Office, please send an email with the change
  to Kathleen Hargett ASAP
• The correct address is important because your
  office address is used as verification by vendors
  with US Bank.
• In addition, US Bank automatically sends your
  renewal card to the address listed on record.
• Side note current State of MD and District of
  Columbia DHHS Tax exempt Certificates are
  attached to your handouts.

16
Delivery Dates on Purchase Card Logs

• There have been a lot of questions regarding what
  date should be inserted as the Delivery Date
  for courses, conferences, reprints, and
  subscriptions on your purchase card logs. The
  NIH Purchase Card Team recommends the following
• Conferences The starting date of the conference.
• Courses The date the course begins.
• Reprints The date they are received.
• Subscriptions The date the subscription begins.
• Please note these are Purchase Card Delivery
  Dates. Not to be confused with PSO received
  dates which are always the last day of the
  meeting.

17
A Word About the Intramall

• As far as we know, the Intramall is here to stay.
  On the other hand, we all know the ADB is slowly
  being switched over to other systems.
• Therefore, we recommend Cardholders use the
  ordering and reconciliation features on the
  Intramall as opposed to the ADB.
• Why?
• The ARC staff uses and is familiar with the
  Intramall.
• You can set Scientific staff up as shoppers to
  save you time effort.
• The more people who use the Intramall, the more
  it will grow.
• The Intramall is continually streamlining the
  ordering, log entry and reconciliation processes.

18
TRAVEL
19
NFT Submissions

• Anne Rogerson will be out of the country from
  January 19 to January 27.
• If you have any foreign travel taking place prior
  to March 1, please submit the NFTs for these
  trips by January 14 so that she can forward them
  to Fogarty before she departs.
• Also, if you have any sponsored travel taking
  place prior to March 1, please route the travel
  authorizations early so that Anne will receive
  them by January 14 for submission to the NCI
  Ethics Office.

20
MISC
21
How to Change Your Global Address Listing (GAL)

• Go to http//directory.nih.gov
• Click, change under Change Entry
• Enter your alias (for example, eg79e) and
  password
• Make your changes and submit

22
DCP Staff Travel Training

• Joy will be calling on two or three of you to
  help design the Travel Training Class for DCP.
• Please let Joy know if you are NOT interested in
  attending this training.

23
PERSONNEL
24
Benefits Update

• Making an Address Change for Savings Bonds
• If you change your address via Employee Express,
  the change will NOT transfer to future savings
  bond purchases.
• To insure that the address is correct on your
  bond(s), you also need to complete a
  Notification of U.S. Savings Bond Action form
  and forward it to your HR office for processing.
  
• This form is available at http//forms.psc.gov/for
  ms/HHS/HHS-357.pdf

25
Benefits Update

• Change in Family Status and Health Insurance
• A change in family status is defined as marriage,
  birth or death of a family member, adoption, and
  divorce.
• You may request to enroll or change your health
  enrollment due to a change in family status.
• Your request may be submitted no earlier than 31
  days before, or up to 60 days after the event.
• Other events that permit enrollments, change in
  enrollments, and cancellation of enrollments can
  be found at http//www.opm.gov/insure/03/qle.asp
• Please note Attached are copies of the 2004
  Salary Table and a 2004 Payroll calendar

26
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!
Next OSM Thur Feb 12th 230-330pm