CFO-ADMIN NEWS YOU CAN USE

A Monthly Newsletter from the

Office of the Chief Financial Officer and

 Director of Administration

April 5, 2010

 

ITA New Chief Financial Officer and Director of Administration is Appointed

 

 

Patricia M. Sefcik has been appointed the new Chief Financial Officer and Director of Administration for ITA. Patty’s most recent position was the Executive Director for Trade Promotion & Outreach, in Trade Promotion and U.S. and Foreign Commercial Service (FCS). During her 26 years experience working at the Department of Commerce, Patty has served in various positions at the Bureau of Export Administration (now Bureau of Industry and Security) and throughout ITA.

Patty has a broad and deep knowledge of ITA and the Department of Commerce, and her years of using the multitude of services provided by the CFO/Director of Administration office makes her uniquely aware of ITA's business unit needs.  Patty looks forward to working with all ITA staff in her new capacity.

 

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In this issue of CFO-Admin News You Can Use, we focus on how to avoid job burnout and increase your office's productivity.

 

How You Can Avoid Job Burnout and Increase Your Office’s Productivity

 

What has the same impact on an organization’s bottom line as sleep deprived workers?  The answer is the lack of time off or vacation time!  Unfortunately, efficiency does not increase the more hours we work.  The United States lags behind in the number of vacation days for employees…an average of 13 days compared to Italy at the top of the list which provides 42 days for its workers paid vacation around the world.

 

Lack of time off can lead to job burnout which will negatively affect both your health and productivity; but how do you know if you have the symptoms of burnout?  Here are some questions to explore:

 

• Do you have physical problems such as fatigue, headaches, backaches and stomachaches?
• Do you feel emotionally exhausted?
• Have you experienced a loss of enthusiasm for your work?
• Are you unable to concentrate?
• Do you feel hostility or do you have emotional outbursts?

 

You do not need to take an extended vacation to avoid burnout. The following tips can help you reduce stress:  

• Don’t spread yourself too thin.
• Learn to say no.
• Prioritize your workload and avoid working long hours…work smarter not harder.
• Take time during the day to work in a 5-10 minute relaxation break.
• Eat a healthy diet, exercise, and get plenty of rest.
• Do your best and set reasonable goals for yourself.
• Make the time to take a vacation at least once a year.

 

Knowing the signs to look for and utilizing the tips to alleviate stress, you can avoid job burnout.  So, are you ready to plan your vacation?

 

How OFM Avoids Job Burnout and Increases Office Productivity?

 

The Office of Financial Management (OFM) has implemented several procedures that can boost productivity and avoid burnout on the job.  OFM uses ITA Central to improve upon the process of document coordination. In an effort to accomplish these goals and make the work environment pleasant and family-friendly for employees, the office has implemented a formal telework arrangement with employees using IMs, cellphones, BlackBerries, and a list of proven ways to keep the lines of communication open. It's important to provide the same customer service that you would get if the employee were sitting at his or her desk, but at the same time, staff have personal flexibility and a family-friendly atmosphere.  Sometimes maintaining morale speaks straight to the stomach, which is why managers periodically order pizza for their staff or bring in donuts or any other kind of snack to show an appreciation for the staff and to create a cohesive environment for the office as a whole.

If you have any questions, please contact Tammy Labrosse at 202-482-5603 or via email Tammy.Labrosse@trade.gov.

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"Other News"

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Guidance on the Use of Hospitality Funds

 

When the term “Official Entertainment” is used, it generally refers to luncheons, dinners, receptions and the purchase of flowers, wreaths and similar tokens for dignitaries according to customs.  Secretarial Officers/heads of operating units at the program level have the authority to initiate a request to use what ITA calls “Hospitality Funds” for official entertainment in the pursuit of the agency mission.  ITA’s Chief Financial Officer and Director of Administration (CFO/DOA) has the authority to approve official entertainment expenditures (Hospitality Funds) with an estimated cost at or below $2,500.  Estimated expenditures in excess of $2,500 must be approved by the Department’s Chief Financial Officer and Assistant Secretary for Administration (CFO/ASA).

 

Official Entertainment Does Not Include:

• Social functions that do NOT have legitimate connection with official department functions
• Activities which primarily benefit government employees including refreshments at office, staff, or work related meetings
• Expenditures for acquiring, maintaining, operating, or hiring passenger motor vehicles
• Paying membership fees
• Supporting charitable activities
• Giving mementos for U.S. Government employees 
• Purchasing alcoholic beverages, unless the serving of such beverages is deemed to be a necessary part of an official entertainment program

 

The 50/50 Rule, as it is referred, is the requirement that the majority of the attendees at an official entertainment function must be non-Federal employees.  When entertainment functions are being held where at least 50 percent of the attendees will be Federal employees, the Secretarial Officers or heads of primary operating units may request approval of Hospitality Funds for the  function after determining that the function is not primarily for the benefit of the Federal employees.  The request should include itemized cost estimates and a guest list.

 

If you have any questions, please contact Vanessa Barksdale at 202-482-5627 or via email Vanessa.Barksdale@trade.doc.

 

Protect Government-Owned Property

 

Are you protecting your Government-assigned personal property?  This includes your desktop and laptop computer, BlackBerry, printer, and other electronic equipment.  Personal property is a valuable ITA asset and is the responsibility of every ITA employee.  In Fiscal Year 2009, ITA offices reported 200 items lost, missing, or stolen.  Each employee has personally-assigned property for which they are responsible.  Through better understanding of this responsibility, we can all help to ensure that ITA’s property is better safeguarded so that there will be fewer incidents of lost, missing or stolen property.

·     Take reasonable precautions to protect equipment assigned to you, especially mobile equipment (laptops, BlackBerries, etc.).  If you are traveling with Government-owned equipment, keep it with you or in a safe, locked place at all times.

·     Maintain good documentation on all property purchases and retirements (disposal, surplus, exchanges).

·     Obtain a Property Pass (OF-7) whenever you need to bring property outside of your building. Your Property Custodian can sign the property pass.  It is available at:  http://contacts.gsa.gov/webforms.nsf/0/D56164C4D51EE0F3852569B300824F20/$file/of7_e.pdf.

·     Report any lost, missing or stolen ITA personal property as soon as possible and always within five (5) business days to:

• Your office’s Property Custodian,
• ITA’s Property Management Officer, Jeff Scherr, at Jeffrey.Scherr@trade.gov or 202-482-3266, and
• For laptops and BlackBerries, the OCIO Customer Support Hotline at 202-482-1955 or 1-877-206-0645.
• Request and submit a police report for any stolen property.

·     If property is lost, missing, or stolen, have your office’s Property Custodian complete a CD50/52 Request for Retirement in ITA’s Personal Property Management System, Sunflower, explaining the circumstances in as much detail as possible.

With your help, we can ensure that ITA’s property is protected and help ITA obtain a clean financial audit.

 

If you have questions, please contact ITA’s Property Management Officer, Jeff Scherr, at 202-482-3266 or Jeffrey.Scherr@trade.gov.

 

OMO Has Moved!

 

Looking for the Office of Management and Operations (OMO)? OMO has moved to the Swing Space Level "A" (sub-basement) of the Herbert C. Hoover Building (HCHB). To access OMO's, new location, take elevators 29 or 30 located on the 6^th corridor.  Elevator number 30 can take you all the way down to Level A.  If using elevator number 29, go to Level B (basement), then walk to elevator number 37 to access Level A.  Elevator 37 is located only a few steps away to the right along the corridor. 

 

Once on Level A, you will find OMO in the back of Suite A300, through the first double glass doors on your left.  OMO will stay in the Swing Space for 18 months. Internal mail via inter-office envelopes should continue being sent to HCHB, Room 4001 (OMO's official address). The mail room will redirect all incoming mail to OMO's current location.  OMO Staff contact information remains the same, click here for a current directory.

Click this link to find out more about the Herbert C. Hoover Building Renovation Project.  

Questions about this topic? Contact Elizabeth Barnaby 202-482-0482 or Elizabeth.Barnaby@trade.gov.

 

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