OPERATIONS STAFF MEETING

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THE DCP ARC

• OPERATIONS STAFF MEETING
• August 2002

NEW POLICIES
NEW PROCEDURES
ANNOUNCEMENTS
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PREVIOUS ISSUES
THE DCP ARC

• PEOPLESOFT EHRP TRAINING
• At this point, we recommend that you DO NOT take
  the Enterprise Human Resources and Payroll
  (EHRP)System training.
• ARC staff are taking the training. However, due
  to the reorganization of Personnel Specialist
  offices and duties, no one is sure who will be
  responsible for using EHRP.
• Reminder The Federal Long Term Care
  Insurance Program Open Season ends 12/31/02. (see
  handout)

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TRAVEL
THE DCP ARC
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MARK YOUR CALENDARS
THE DCP ARC

• Want to find out about the NEW TRAVEL MANAGER
  SYSTEM?
• This mandatory system will roll out 2/1/03
• There will be two Power Point Demonstrations on
  the new Travel Manager System
• 8/27/02 Bldg 31 Conf Rm 10 (6th floor)
• 9/11/02 Neurosciences Room/Time TBA

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Mandatory use of the Travel Management Center
(Omega)
THE DCP ARC

• The FTR mandates the use of our TMC for the
  issuance of air and train tickets, contract
  rental car reservations, as well as hotel
  reservations.
• Keep in mind that for
• AIRFARE
• WHAT IF YOUR TRAVELER HAS PROBLEMS?
• 866-264-8280 (M-F 8AM-7PM)
• 800-285-6342 (Non-working hours)
• RENTAL CARS
• THEIR USE MUST BE JUSTIFIED AND AUTHORIZED PRIOR
  TO THE TRIP
• LODGING
• YOU MUST GO THROUGH OMEGA
• ATTEMPT TO GET THE GOVT RATE
• IF YOU MUST USE AEA, OBTAIN PRIOR APPROVAL

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PROCUREMENT
THE DCP ARC
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Record of Call (ROC) TIPS
THE DCP ARC

• Can multiple meetings be placed on a single
  record of call?
• No, each PO/ROC order should have ONE meeting
  only.
• Can I use current fiscal year funds and issue a
  PO/ROC for travel taking place next fiscal year?
• No, the meeting must take place within the fiscal
  year for which funds have been obligated. Any
  travel or meetings taking place after Sept. 30th
  must cite the new fy 03 CAN.
• What do I do after someone has traveled on a ROC?
• Omega should send you an invoice within 7-days of
  the trip. Request one if you havent received
  it.
• Stamp receive and forward to ARC within 7 days.

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SAMPLE LETTER TO FOREIGN ATTENDEES
THE DCP ARC

• SEE ATTACHED sample letter (also posted on DCP
  ARC Web at http//dcparc.nci.nih.gov )
• Customize the template and send this prior to
  their departure.
• Emphasize that they must arrive on a business
  visa
• Fax copies of their Visa and passport to Mary Lou

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DIVISION USE COPIERS
THE DCP ARC

• The 2 printers on the second floor on Dr.
  Greenwalds side of the wing are for Division
  use
• These are high end high capacity machines that
  are uniquely different than the other machines
  located throughout the Division.
• These expensive machines were specifically
  purchased thanks to the time and feedback
  provided by several research groups.
• The use of these machines (as opposed to using
  the X-number) will save you thousands of dollars.

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PURCHASE CARD SURVIVAL MEETINGS
THE DCP ARC

• Theyre back!
• If you have a purchase card, you should attend
  this important meeting
• 9/3/02 10am-11am Natcher

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THE END OF THE FISCAL YEAR IS NEAR
THE DCP ARC

• Sept. 30th is the end of this fiscal year.
• Fiscal Year 03 begins October 1st.
• What does this mean to you?
• The ARC staff gets even busier
• You must cite the 3 CAN for
• Work performed after Sept. 30th (PSOs)
• Travel occurring after Sept. 30th (Govt T.).s
  ROC)
• Training (unless early registration is reqd)
• Be sure to attend our Sept. Fiscal Year Closeout
  Meeting (TBA) for more procedures and deadlines

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WHAT CAN YOU DO NOW TO GET READY FOR 03?
THE DCP ARC

• Now is a good time to look through your open
  credit card purchases.
• If you have not yet been billed for delivered
  products, call the vendor and ask them to charge
  your card.
• The more purchases you reconcile now, the easier
  your fiscal year closeout will be.

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WHAT CAN YOU DO NOW TO GET READY FOR 03?
(continued)
THE DCP ARC

• Start closing out all of your open travel orders
  and vouchers.
• Remind your staff that all local travel orders
  must be submitted within the same fiscal year- If
  they have claims, turn them in now.

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DEADLINES Friday 9/13
THE DCP ARC

• All Local travel orders for this fiscal year
  should be submitted by 9/13. If someone travels
  after 9/13, please submit the voucher within 24
  hrs of their return.
• On Friday, 9/13
• All complete purchase requests to the ARC are
  due.
• All Delpro requests are due.
• The last day to place orders on your credit card.

If this deadline presents a problem, please
contact your A.O.
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OPEN DISCUSSION
THE DCP ARC
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THANK YOU FOR ATTENDING THIS MONTHS O.S.M.
THE DCP ARC
That's All Folks!