Operation Staff Meeting OSM October 2003

1
Operation Staff Meeting (OSM)October 2003

• Presented by the
• DCP ARC

National Institutes of Health
DHHS
2
AGENDA

• A76 UPDATE
• GENERAL NBS ISSUES
• 348 SPONSORED TRAVEL IN THE NBS
• ANSWERS TO EMAIL QUESTIONS
• OPEN DISCUSSION

3
A76 Information
4
Handouts

• Everyone should have a red DCP ARC NBS Updates
  book
• These are for your use and maintenance as a
  companion to your training manual
• This is a good place to store the weekly NBS
  emails
• Write the major topic at the top of the printout
  and file accordingly.
• The binders are organized by major categories so
  you can quickly find what youre looking for
  without having to dig through your old training
  manuals.
• Everyone should have a copy of todays PowerPoint
  slides.

5
Goals of Todays Meeting

• Weve organized several topics today, but we
  expect our discussions to spark a variety of
  questions from you.
• If we cant clearly answer your question today,
  we wont attempt a guess. We plan to compile a
  list of your questions and well email the
  question and answer to you as we get the answers.

6
The New Travel Order Request Form
7
NBS Travel Authorization Routing
DOMESTIC TRAVEL
Travel Planner
Jill or Lanette (Admin Tech)
Eric, Mary Lou or Vanessa (AO)
E-Mail Notification to Traveler
8
NBS Travel Authorization Routing (continued)
FOREIGN TRAVEL
Travel Planner
Jill or Lanette (Admin Tech)
Eric, Mary Lou or Vanessa (AO)
Dr. Greenwald
E-Mail Notification to Traveler
9
NBS Travel Authorization Routing (continued)
348 DOMESTIC SPONSORED TRAVEL
Travel Planner
Traveler (Certify Checklist)
Jill or Lanette (Admin Tech)
Eric, Mary Lou or Vanessa (AO)
Ethics Office Dr. Wilson
E-Mail Notification to Traveler
10
NBS Travel Order Routing (continued)
348 FOREIGN SPONSORED TRAVEL
Travel Planner
Traveler (Certify Checklist)
Jill or Lanette (Admin Tech)
Eric, Mary Lou or Vanessa (AO)
Dr. Greenwald
Ethics Office Dr. Wilson
E-Mail Notification to Traveler
11
More Workflow Charts

• These are basic travel authorization workflow
  charts.
• Keep in mind additional requirements (like
  upgrades) require additional approval levels.
• More in-depth workflow charts available at the
  following website
• http//nbs.nih.gov/Travel_Refresh_Training.htmlFl
  ow

12
New Lead Times
See handout
HHS-99
13
Accounting Codes
See handout
14
Get into the NBS Routine

• Log into the Portal Page daily
• Check your queue
• Know how to perform searches for travel
  authorizations.
• Ask your travelers to alert you when they receive
  an email approval notification. They could
  forward the email to you to be filed in an
  Outlook folder
• Contact the ARC before routing rush orders
• Make sure the people you route them to in the ARC
  arent on leave if they are, ID their back-up.
  This is especially important as we near the
  Holiday season.
• These actions allow the ARC to gear-up for a rush
  situation.

15
Get into the NBS Routine

• Use your Back-up Buddy!
• Share your expertise
• The more you touch base for assistance or are
  able to offer help and support, the more
  comfortable everyone will become with the NBS.

16
Hyperlinks of Q As

• Be sure to bookmark
• http//nbstraining.cit.nih.gov/travelhelp/tpr/TRAV
  EL_PLANNER_REVIEWER.htm
• This website gives detailed instructions on how
  to accomplish a large list of tasks in the NBS.
  These instructions include detailed screen shots
  from sample NBS travel orders and vouchers.
• Its a quick and efficient way to get answers to
  your questions without having to dig through your
  guide books.

17
Dates Times of NBS Workshops

• Unfortunately the next 3 Hands-On Help sessions
  are full.
• Be sure to look at the latest NBRSS Training
  dates on your portal page for more class times.
• NBS Travel System Classes are available
• Enroll at http//learningsource.od.nih.gov/_show_d
  etails.asp?cd_crs2600
• Dates
• 10/20 9am-4pm and 10/21/03 9am-12noon
• 11/17 9am-4pm and 11/18/03 9am-12noon

18
Misc Issues

• Remember to fix and update the per diem rates at
  the voucher stage
• Unless its a sponsored travel package, please
  make sure both the paper travel authorization and
  the e-version are in Lanette and Jills in-box
  and queue within a 24 hour time period.

19
NBS ISSUES
348 (SPONSORED) TRAVEL
20
Who signs what?

• The travelers supervisor normally signs the
  travel order request form. However, for
  sponsored travel
• The supervisor will initial the travel request
  form
• Dr. Greenwald must pen his signature on the
  travel request form.
• If the trip is foreign, Dr. Greenwald must also
  electronically approve the order.

21
Traveler Checklist Authorization

• The HHS-348 Checklist
• Must be done by traveler electronically
• If the ARC returns the travel order, the traveler
  must re-certify the checklist
• Only the traveler can electronically authorize
  the checklist, so plan ahead to make sure the
  traveler is available to perform this function.
• The NBS Checklist is a little different
• 10 questions
• The traveler must be able to answer no to all
  the questions in order for the 348 to move
  forward.

22
Other Sponsored Travel Issues

• Block 7 on the 348 form, Is the Department
  Paying Part of the Cost? must be penned yes or
  no by the travel planner. Federal cost must
  also be calculated and penned next to this
  response.
• For example, Yes, NCI is paying xx

23
How to add a sponsor in NBS

• As the planner, you must download the Add
  Sponsor Request Form from the NIH Portal Page
• Complete the form
• Save the form to your computer
• Email the form to the NBS at nbscreq_at_mail.nih.gov
  as an attachment
• OFM receives, reviews accepts or rejects the
  form.
• If accepted, OFM enters the sponsor in the NBS
• You will receive notification from OFM that the
  sponsor has been entered.

24
Email Questions (continued)

• How can we check the NBS to see if the travelers
  address is there (w/o doing a TR)?
• Have your travelers update their Employee Express
  Information. If that profile is correct, the NBS
  will be correct.
• Employee Express updates should be done by the
  employee. They may now request a PIN via email
  (if they lost their current pin). Go to
• https//emloyeeexpress.com Employee Express

25
Email Questions (continued)

• If the travelers address is not in NBS, how can
  they add it in Employee Express when they are a
  Comm Corp?
• Comm Corp Officers do not use Employee Express.
• They should contact the Compensation Office at
  594-2963.
• The Compensation Office will have the Officer
  complete an address change form.

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 Nov 13th 230-330pm