ARC Briefing February 2006 Presented by the DCP / DCCPS ARC io n al

ARC Briefing February 2006 Presented by the DCP / DCCPS ARC io n al NatANCER C I NSTITUTE DHHS National Institutes of Health

AGENDA Welcome – New Staff General Information – Division Information Charts – EPN Conference Room Procurement – Foreign PSO’s – CCR / ORCA – Teleconference Services Travel – – – – Late Memos with Sponsored Travel New Per Diem Rates WAG POV Mileage Change Information for Employees – E-OPF/DFAS Update your Email – OHR Employee Benefits/Calendar of Events

Welcome! ARC Briefings are held the 2nd Thursday of every month. From 2:30 to 3:30pm We encourage agenda submissions and active participation. If you have a topic for next month’s meeting, email Eric Graves in the DCP ARC. Previous meeting presentations may be downloaded at http://www3.cancer.gov/prevention/arc/presentations.html

Welcome New Staff Chrishonna Scott DCP DEAS EPN 3rd floor Dominique Monroe DCCPS DEAS EPN 5th floor Sherri Cook DCCPS DEAS EPN 4th floor.

Reminder Use of the proper CAN number on all documents (travel orders, purchase requests) submitted to the ARC is important. Included in your packet is a listing by Research Group / Branch of CAN numbers used by each Division.

EPN 319 Conference Room If you have general questions regarding the equipment in Conference Room EPN 319, Marshall Thomas with the DCCPS ARC should be able to help. – Marshall has kindly agreed to be a point of contact for equipment questions. – He won’t necessarily set up the entire meeting, but he is willing to show you how to use and set up the equipment. – Marshall can be reached at the DCCPS ARC’s main line: 301-451-9470.

Procurement

Foreign PSO’s Sample letters of invitation to Foreign collaborators are attached to your slides: – Note: Foreign citizens (Canadian citizens excluded) are required to apply through the U.S. consulate or embassy for a B-1/WB visa. Therefore, it is very important to send the letter of invitation as soon as possible to allow time for the application process. – Be advised that you must confirm that B-1/WB visa info has been received by the incoming participant before start of travel. Receipt confirmation can be in the form of a fax, email or documented phone call. Honoraria: – Honoraria may be given provided certain criteria is met (the certification of eligibility is attached to your handouts.) The current activity sponsored by the NCI/NIH will last no longer than 9 days. The NCI/NIH meets the description of organizations authorized to offer Honoraria payments. Honorarium is for services conducted for the benefit of NCI/NIH. Individual has not accepted such payment or expenses for more than 5 institutions or organizations over the last 6 months. EIN Entry is still required for foreign individuals on a Professional Service Order.

CCR / ORCA If you prepare Professional Service Orders (PSO’s) or Record of Call (ROC) for your group and realize you are seeing the same vendor repeatedly (especially on PSO’s), please check the Central Contractor Registration (CCR) website: http://www.ccr.gov and on the Online Representations and Certifications Applications (ORCA) website: http://orca.bpn.gov to see if the vendor is registered. If they’re not, please contact the vendor. – Remember: If a vendor has been on a Professional Service Order (PSO) more than six (6) times, registration in both databases is a requirement per the Federal Acquisition Regulation (FAR). – Instructions for registering for each are on the CCR & ORCA websites. – In addition, full instructions on registering in CCR and ORCA along with Q&A’s appear on the DCP ARC Website under May 2005 Operation Staff Meetings.

TeleConference Services If you need to set up a TeleConference, it is mandatory that you go through NIH TeleConference Services (not AT&T, Verizon, etc). – NIH TeleConference Services are in the Global Email. When you email them, someone from NIH/CIT (most likely Tessa Melbourne) will email you a confirmation sheet with the US Toll Free (800) number outside parties can use to call in to the Conference. – All participants must use a touch-tone phone to participate in an audio conference. Participants may press *6 to mute/un-mute their individual line. – Please remember: If you set up a conference call and need to cancel, contact NIH TeleConference Services at least 30 minutes prior to the meeting and there will be no charge.

Travel

Ethics Office Lead Times for Sponsored Travel Sponsored domestic and foreign travel packages must be in the NCI Ethics Office 4 weeks prior to the start of travel. Otherwise a late justification memo is required. Please keep in mind each ARC requires additional time for review. If you aren’t able to make the Ethics Office deadline, please have a late justification memo prepared and attached to the package.

New Per Diem Rates The new Federal Per Diem Rates went into effect 2/1/06. – The NBS has been updated to reflect these new rates on all authorizations entered after this effective date. – If you now working on a voucher for a trip entered before this date, I recommend you double check the Per Diem rate.

Widely Attended Gathering (WAG) Approvals Widely Attended Gathering: a meeting, conference, or other event which is attended by either a large number of people from throughout an industry or profession, or by those representing a wide range of interests – and the employee is offered free attendance. attendance What’s a WAG Clearance? – Authorization by the NCI Ethics office to attend a WAG event. How do I request clearance? – Complete the WAG Request and submit through your AO to the Ethics office (form is available at http://ethics.od.nih.gov/forms/wag.doc Do I need clearance when: – Presenting at a meeting, and registration is waived for that day: – Presenting at a meeting, and registration is waived for all days: YES – Attending an event, and registration or fees waived: YES Further info available at http://ethics.od.nih.gov/Topics/wag.htm NO

GSA Mileage Rate Change for Use of Privately Owned Vehicle (POV) Effective January 1, 2006 the POV mileage allowance has decreased from 48.5 to 44.5 cents. GSA has informed us that the IRS announced a decrease in the mileage allowance for use of POV. By law, the GSA cannot exceed the IRS determined rate and has decided to match this proposed rate. The new rate is retroactive and applies to all official travel taking place on or after 1/1/06. GSA also indicates that changes will be forthcoming with regard to motorcycle and airplane rates.

Information for Employees

Electronic Official Personnel Folder (eOPF) You may now view and print your SF 50 forms (Notification of Personnel Action) electronically. The eOPF system notifies you via e-mail when new documents are added to your personnel file. However, you must have your correct email address entered in the system to receive notifications. To update your email address, go to the eOPF website at https://ehr.opm.gov/dhhseopf/ and click on the Change Email button on the main eOPF menu. If you need help using eOPF or have questions, contact the helpdesk at 703-717-6238 or 1-888-ONE-DHHS, or by email at eOPF [email protected]

Benefits Calendar of Events Date Event Time Location Comments Retirement Seminar* 2/14/2006 (Note: Includes a TSP presentation by a representative from the Thrift Investment Board beginning at approximately 10:45 a.m.) 8:30 a.m. – 12:30 p.m. Bldg 31/C Wing/ 6th Floor – Rm 10 No registration required Blue Cross/ Blue Shield 2/16/2006 3/16/2006 Federal Employees Health Benefits (FEHB) Service Day** 9:00 a.m. – 12:00 p.m. Bldg 31/A Wing/1st Floor – Conf Rm 2 Federal Employees Health Benefits (FEHB) Service Day** 9:00 a.m. – 12:00 p.m. EPN - Conf Rm 2 Blue Cross/ Blue Shield 8:30 a.m. – 12:30 p.m. Bldg 31/C Wing/ 6th Floor – Rm 10 No registration required GEHA Aetna Retirement Seminar* 4/4/2006 (Note: Includes a TSP presentation by a representative from the Thrift Investment Board beginning at approximately 10:45 a.m.)

OPEN DISCUSSION Problems? Issues? Concerns? Anything you’d like to see on next month’s agenda? Do you have something you’d like to present? Just let us know!