Operation Staff Meeting OSM May 2003

1
Operation Staff Meeting (OSM)May 2003

• Presented by the
• DCP ARC

National Institutes of Health
DHHS
2
AGENDA

• Reminders and Updates
• Market Research on Savin toner and developer
• Mandatory use of Omega
• Still trying to close out procurement
• DCP Matrix Organizational Chart
• Travel
• NBS roll-out is delayed
• How to join the List Serv (DEMO)
• How to locate the US Embassy Address/Phone for
  an NFT
• Procurement
• New Reconciliation Report in the Intramall (DEMO)
• Setting up Shoppers in the Intramall (DEMO)
• Restriction of 3rd Party Payees for the Visa
  IMPAC
• Omega R.O.C.
• Shelter In Place Information
• Personnel
• New assistant in HRMCB
• Open Discussion
• Trivia Contest

3
Reminders Updates
4
Market Research on Savin Copier Supplies

• Look to your Copier S.O.P. books for the best
  prices on toner developer
• Al and Darnell will keep us posted on future
  deals with the self service store for Savin
  Copier supplies

5
Mandatory use of Omega

• Federal Travel Regulations mandate the use of our
  TMC (Omega) for the issuance of
• Air and Train tickets
• Contract rental car reservations
• And hotel reservations.
• The use of Omega can help you avoid any
  misunderstandings regarding the hotel rate. For
  example, always be sure to clarify that the
  Govt Rate Federal Per Diem
• Also keep in mind that after-the-fact AEAs will
  not be approved.

6
Rental Cars

• Please be sure to submit a justification for
  rental car use along with the travel order for
  prior approval.
• When using Cost Savings to the Govt as
  justification, be sure to include these costs as
  part of the rental car usage
• Rental Car charge
• Gas
• Mileage, if applicable
• Tax, if applicable ( VA Florida have waived
  their taxes)
• Additional insurance, if applicable
• Note it is not necessary to purchase insurance
  coverage for rental vehicles when obtained from
  companies who are under Govt contract. Under
  the negotiated contract, full comprehensive and
  collision damage is provided at no additl charge.

7
Closing out Procurements

• Copies of all your open PSOs and ROC have
  already been submitted to you.
• Please obtain receiving and submit these to Jill
  as soon as possible.
• If the orders need to be canceled, let Jill know.

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Closing out Records of Call

• The contact for Omega ROC Invoices is Sissy
  Weatherspoon
• E-mail address sweatherspoon_at_owt.net
• Phone [phone] ext 2155
• Sissy will be glad to e-mail/fax you the invoice
  for your ROC so you can check them and do your 7
  points of receiving.
• Be sure the totals for Airfare, Service fee,
  FedEx match your ROC total. If not, you need to
  change it on the ROC.

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The DCP MATRIX Org Chartis a valuable resource
of information forCANsHNC Custodial
Codesas well as contactsand phone numbers of
Research Groups.
PLEASE NOTE THE KEY HERE
SEE HOW IT RELATES HERE
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TRAVEL
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DELAY IN NBS ROLL-OUT

• The NBS roll-out has been delayed until Fall 03
• Refresher Sessions will be offered
• The Full Training (steps 1-3) is now being
  offered (see attached training schedule)
• Training on the ADB system is to be reinstated

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How to join a list serv

• Join the NIH Travel List-Serv and be notified via
  email of the most current information related to
  travel from Ellen Grant, Travel Services Manager,
  DSS, ORS
• You have two options to join
• First, you may go to http//list.nih.gov/archives/
  nih_travel-l.html, click on the button that says
  join and follow the instructions to join the
  list. However, some people have been having
  difficulty with joining this way.
• Second, you may go to http//list.nih.gov, then
  select Browse, then type in Travel, then select
  the one that says NIH_Travel-L. After doing that,
  select Join or Leave List, and then you need to
  type in their name and email address.

13
US Embassy Information

• Fogarty has requested that the address and phone
  number of the US Embassy in the country or
  countries to be visited must be included in the
  NFT International Emergency Contact Information
  Block
• This information can be found on the Dept of
  States web site at http//usembassy.state.gov/
• Then find the country being visited and click on
  it
• This will bring you to the US Embassys web page
  in that country. The embassy address and phone
  number are often on that page or can be found in
  a link on that page.

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PROCUREMENT
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New Reconciliation Reports in the INTRAMALL

• DEMO
• These can be used for quick searches on previous
  transactions
• The screens have some additional information like
  fiscal year CAN, etc
• The transaction screens go back several years-
  its easier than digging through paper files.

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Creating Shoppers in the IntraMall

• Purchase card holders can establish IntraMall
  accounts for non purchase card holders they
  support. These shoppers will fill shopping
  carts with products from the IntraMall and send
  them to the Purchase Card Holder to purchase on
  their card.

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Creating Shoppers in the IntraMall

• How to add a shopper DEMO
• Under Advanced Options, click on Manage your
  shoppers
• Click on Create a new user
• Assign a user ID (for example, jdoe )
• Select appropriate Institute
• Complete the other fields only if applicable (ADB
  ID and others can be left blank!)
• Enter a generic password, shipping address and
  assign a CAN

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Editing Your Profile in the IntraMall

• DEMO
• I recommend clicking, I have shopper carts
  awaiting approval
• This will give you email notification of pending
  cart approvals.

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Complete those Records of Call!

• When submitting Records of Call (for Omega
  airfare for example) all blanks on the form must
  be completed
• For Omega Records of Call, be sure to list the
  attendees (who, what, when where)
• The purchase request is a 2-page document.
  Please be sure to submit both pages.

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Complete those Records of Call! (continued)

• We have attached a new purchase request form
  which has a block added for the custodial code.

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Professional Service Orders

• When submitting Professional Service Orders
  (PSOs)
• All blanks on the PSO form should be filled in
• Include the statement of work
• Include the FAR Clause 52.223-6 Drug Free
  Workplace addendum
• Include a copy of the vendor alpha search display
  from the ADB proving the vendors ACH
  information.

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3rd Party Payees

• The NIH Purchase Card Program has seen
  cardholders using third party on-line paying
  sites (such as PayPal and SpeedPay).
• Effective immediately, NIH Cardholders are
  prohibited from using any third party electronic
  paying systems.
• The burden is on the cardholders to ask, when
  placing orders, whether their account will be
  charged by the company they are placing the order
  with or whether their card will be charged by a
  third party.

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3rd Party Payees

• Exceptions to this prohibition must be requested
  in writing and will be considered on a case by
  case basis.
• Additional questions regarding this prohibition
  may be submitted to the purchase card helpline
  301-435-6606 or submitted to Creditcard_at_od.nih.gov

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Shelter In Place Information

• NIH has advised each Administrative Officer to
  coordinate the provision of a battery operated
  radio, flashlight and batteries to each suite.
• Although the purchase card can be used to buy
  these items under the necessary expense rule, a
  personal appeal justification is still required
  and the ARC will coordinate these purchases.
• The ARC is buying small radios, med kits,
  flashlights and batteries for each research
  group, the library and T41.
• These items will be given to the group chief to
  secure.

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PERSONNEL
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Carole Watsons new assistant

• Stephanie Jackson EPS 550, 5016

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OPEN DISCUSSION
Problems? Issues? Concerns? Anything youd like
to see on next months agenda?
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TRIVIA CONTEST
Our trivia contest is designed to encourage
attendance and offer a reward. The contest is on
the last page of your handouts. Participation is
voluntary. The same person cant win two times in
a row If you want to play, fill out the attached
sheet here in the conference room and turn it in
to Eric when youre done. Feel free to leave
after the wrap up whenever youre ready. I dont
discuss peoples scores, just who won. Have fun!

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TRIVIA CONTEST
NAME_____________________

• What is Basic Prevention Science R.G.s Custodial
  Code? ____________
• How much does it cost to use this room for just 1
  hour? _____________
• What do you need to do to close out an Omega
  ROC?______________
• 4. If you have an urgent need for a particular
  item from a vendor who doesnt accept VISA, but
  accepts PayPal, can you still buy the item?
  __________
• What 3 additional things make up your Rental Car
  cost? Rental cost, ____________,
  ______________ and _________________
• What is the date and time of the next OSM?
  _____________________
• What is the phone number to the library in EPS
  T39?