ARC Briefing June 2005

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ARC BriefingJune 2005

• Presented by the
• DCP / DCCPS ARC

National Institutes of Health
DHHS
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AGENDA

• Welcome
• Procurement Issues
• ARC Acquisition Deadlines
• Travel
• Authorizations for Travel Crossing FY05 FY06
• Comp Time Travel
• Highlights from the May 24 Travel Planners Mtg
• Vouchering Canceled Trips
• Ethics Issues
• The new Outside Activity (520) Form
• Brief Explanation of the New HHS-521 form
• Information for Employees
• June Employee Benefits Monthly Newsletter
• myPay vs- ITAS
• TSP Interfund Transfers

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Welcome!

• ARC Briefings are held the 2nd Thursday of every
  month.
  
• From 230 to 330pm
• We encourage agenda submissions and active
  participation. If you have a topic for next
  months meeting, email Eric Graves in the DCP
  ARC.
• Previous meeting presentations may be downloaded
  at http//www3.cancer.gov/prevention/arc/presentat
  ions.html
  

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Procurement Issues
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ARC Acquisition Deadlines
Attached to your slides
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Travel Issues
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Authorizations for Travel Crossing FY05 FY06

• Fiscal Year 05 (FY05) ends Sept 30th Fiscal Year
  06 (FY06) begins on Oct 1. If one of your
  customers travels across these dates, you must
  enter their travel authorization a little
  differently
• If a trip crosses 2 fiscal years, you must
  process 2 authorizations
  
• An FY05 authorization with only FY05 dates
  expenses.
  
• Provide full per diem for Sept. 30, and an
• FY06 authorization with only FY06 dates
  expenses.
  
• Provide full per diem for Oct 1.
• Each travel authorization should reference the
  other in the Comments box
  
• Reference the FY05 travel auth. number on the
  FY06 travel auth.
  
• Reference the FY06 travel auth. number on the
  FY05 travel auth.
  

Continued
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Authorizations for Travel Crossing FY05 FY06
(continued)

• The following expenses should cite the FY05
  CAN/Project Number
  
• Tickets
• TMC fees
• Rental Car
• Any other expenses such as parking, tolls,
  lodging, meals, or taxis should cite the FY
  CAN/Project Number for the fiscal year in which
  the expense occurs.
• For example, a taxi ride on Sept 30th will be on
  the FY05 travel and a taxi ride on Oct 1 will be
  on the FY06 travel.
  
• All GTA expenses belong on the FY05 Travel Auth.

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New Other Authorization in NBS COMP TIME

• NBS has added a selection under Other
  Authorizations for CTT called, Comp time Off for
  Travel.
  
• This should be selected for ALL travelers except
  the ones listed in your handouts (T38 Comm
  Corp).
  
• If Comp Time is claimed, a Comp Time Approval
  form and a Comp Time Tracking Sheet should be
  submitted along with the voucher.

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Highlights from the May 24th Travel Planners
Meeting
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How to Search for a travel document if you only
have a TR

• Go to the NIH Travel User Community
• Under Travel Document Search box, found in the
  third column, select the Search Travel Documents
  link.
  
• The following screen will appear
• From this screen, you can search by TR or by the
  Travelers name
  
• NOTE Only those documents that YOU have
  created, reviewed and/or approved will be
  listed.

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Submitting a Sponsor Request Form

• The Adding a Sponsor to Customer Database Form
  has been updated
  
• On address lines, please do not use a P.O. box

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Submitting a Sponsor Request Form

• The forms Address Lines now have the same
  character limit as the corresponding electronic
  HHS-348 form. An alert/error message appears if
  there is an attempt to exceed the limit.

INCORRECT
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Submitting a Sponsor Request Form

• This is how the form is supposed to be completed

CORRECT
Instructions on emailing this form to the NBS
HelpDesk appear on the form (and on the next
slide)
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Submitting a Sponsor Request Form

• Youll need to save the form to your computer.
• Enter the customer information in the fields as
  shown on the previous slide.
  
• Send an email to NBS Customer Service Request (
  nbscreq_at_mail.nih.gov) with the saved form.
  

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Residence vs. Duty Station
The travel planner will soon be able to select
either the travelers duty station or residence
from the departure drop down list on the
itinerary screen
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Residence vs. Duty Station, Cont.
Although the NBS Management Center is working to
update all existing records, the update is not
yet complete. We will let you know when the
update is complete so that you can begin using
the drop down box.
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Cancellation/Deletion Request Form

• Submit to your HPOC

This question must be answered.
The second page of the form has status guidelines
explaining who can cancel/delete a document when.

attached to your slides
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Vouchering a Canceled Trip

• If an approved trip has been canceled and Tickets
  have been issued, you must amend the
  authorization
  
• Delete all traveler expenses
• Set the Per Diem to 0
• RETAIN BOTH the GTA and TMC fee. Please note, on
  the surface this may not make sense- paying for
  canceled airfare. However, this must be done in
  order to receive a credit from Omega. The travel
  must claim both the airfare and TMC fee.
• Forward the Amendment to your AO for approval.
• Voucher both the Airfare and TMC fee
• If an approved trip has been canceled and Tickets
  have NOT been issued
  
• alert your HPOC and the travel authorization will
  be deleted.

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Ethics Issues
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The New HHS-520 Outside Activity Form

• Effective immediately, all Outside Activities
  must be submitted using a new HHS-520 Outside
  Activity Form.
  
• This form is now posted on the DCP ARC Website
  along with a sample recusal, NIH 2657 and a
  Documentation Summary sheet http//www3.cancer.go
  v/prevention/arc/travel.htmloutside
• Whats new about the form?
• The HHS-520 is now a 15 page document, but
  included as part of this document are
  
• the un-numbered supplemental sheet and
• the Notice Excerpts (which were previously
  separate attachments).
  
• Along with this form, you must still attach
• A 348/520 Route Slip
• NIH 2657 for all activities except writing
  editing,
  
• A recusal,
• A letter of invitation,
• A Position Description (PD) or billet,
• And any additl items as requested on the
  Documentation Requirement Summary.
  

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The New HHS-520 Outside Activity Form

• What else is new with the form?
• Page 4 has 2 additional questions regarding the
  outside funding source.
  
• Page 5 requires that your customers list a
  Record of Prior compensation from Same Source.
  This record goes back a period of 6 years.
  
• Page 14 requires that you list each additional
  item attached to the package.
  

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Annual Summary of Outside Activities (HHS-521)

• Anyone who had an outside activity (HHS 520) in
  CY2004 must now submit an annual summary of those
  activities to the Ethics office (HHS 521)
  
• The only involvement for DEAS and other support
  staff members would be completing the electronic
  version of the form with information supplied by
  the scientific staff. The form is due to the
  employees supervisor on June 13.

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Information for Employees
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June NIH Benefits Calendar
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myPay versus ITAS- What is the Difference?

• Effective April 17, 2005, Employee Express was
  replaced with myPay, DFAS' web-based employee
  self-service system.
  
• myPay is mandatory for all DHHS employees. myPay
  is used for the following actions home address
  changes direct deposit of your salary check
  start, change or stop allotments start, change
  or stop savings bonds change Federal and state
  tax withholdings start, change or stop your TSP
  and TSP catch-up contributions and to request
  open season elections for health insurance.
  Additionally, you are able to access your
  bi-weekly Leave and Earnings Statements (LES)
  beginning with the pay period ending April 30th,
  and you will be able to access your W-2 in
  January 2006.
• ITAS will continue to be used to request leave
  and to view your pay slips for pay periods ending
  April 16th and before.
  
• Please note There is a link in ITAS to myPay.

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CAN I REALLOCATE THE EXISTING CONTRIBUTIONS IN MY
TSP ACCOUNT?

• Yes. This is called an interfund transfer. An
  interfund transfer allows the reallocation of
  your account balance. You may do this at any time
  through the TSP web site under Account Access.
• To access your account, you will be required to
  enter your TSP PIN, which is different than your
  myPay PIN.
  
• If you do not know your TSP PIN, you may request
  a new one on the account access page www.tsp.gov
  
  
• Additionally, you may call the ThriftLine at
  877-968-3778 to request an interfund transfer. A
  TSP PIN is also required for use of the
  ThriftLine.

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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!