CFO-ADMIN NEWS YOU CAN USE

A Monthly Newsletter from ITA Administration
Office of the Chief Financial Officer

February 25, 2009        

Having Problems Tracking Your FedEx Package?

 

Wondering about the status of a delayed shipment?  Worry no more.  FedEx Insight is coming to save the day!  ITA is preparing to transition to Federal Express’ Insight tracking system based on a recommendation from the Department’s Mail Services Division. Insight is a web-based program which will allow customers to track and monitor packages without a tracking or reference number and receive proactive shipment notifications.  FedEx Insight is available on the web at: https://www.fedex.com/insight/login/index.jsp. 

Benefits of using FedEx Insight include: eliminating the need to track packages individually; having the ability to gain current status information about delayed shipments which will help to avoid customer complaints and late fees; and         obtaining current status updates on all shipments which can be matched to an account number and/or address.

 

Within the coming weeks, each business unit will be asked to identify a representative who will monitor FedEx Insight.  The Department’s Mail Services Division will provide one-on-one training to those individuals on how to use the website and will assist each business unit with tailoring FedEx Insight to their needs.  The FedEx Insight website is very user-friendly and won’t require much work other than reading the automatic notifications which will be sent to your FedEx Insight representatives’ email address and following up with ITA’s Mail Manager (Kelli Walters) and/or the Mail Services Division on any FedEx issues which may arise.  In the long run, this is an excellent way for ITA to save money on late fees and other FedEx surcharges. If you have any questions or would like more information about ITA’s transition to FedEx Insight, please contact ITA’s Mail Manager, Kelli Walters, at 202-482-3265 or by email at Kelli.Walters@mail.doc.gov.

 

CFC WRAP-UP

 

The National Capital Area Combined Federal Campaign has wrapped up for this year.  A total of 540 ITA employees donated a total of $230,514.40. This was 99% of the dollar goal of $233,789.  The average ITA donation this year was $426.88, which was the highest average gift in the last five years.  The ITA organizations that achieved 100% of their dollar donation goal were: CFO/Admin (119%); MAC (116%); the Office of the Undersecretary (113%), and IA (108%).  All of ITA's reporting units have earned a CFC award for participation or average employee per capita gifts.

 

CFO/Administration achieved the President's Award, because its participation rate was 90%.  MAC, IA, OUS and the CIO all earned the Chairman's Award, which is awarded when an organization achieved a participation rate of at least 67% or an average employee per capita gift of at least $225.  Manufacturing and Services earned the Honor Award because its average employee per capita gift was greater than $175.00.  US&FCS earned the Merit Award because they achieved a per capita gift amount. Its average employee per capita gift of $174.42 was greater than $125.00. They missed getting an Honor Award by only $0.58.

 

Thank You to all those who participated in this year's campaign.  Especially to be thanked are key workers, coordinators and those who volunteered to run a "Fund Raiser".  If you have any questions, please call Doug Allis at 202-482-9151.

 

Top Ten Travel Voucher Errors 

The staff in the Travel Office at NIST have taken note of several repeat errors when reviewing travel vouchers submitted by ITA travelers.  When completing travel vouchers in the future, please do so carefully, paying particular attention to avoiding the common errors and omissions noted below.

 

•    Invalid travel order number (missing, duplicated, or incorrect format)

•    Missing signatures of Claimant and/or Approving Officer (also on CD-372 -  Expense Record for Temporary Quarters and/or DSSR-120 - Temporary Quarters Subsistence Allowance Worksheet)

•    Invalid Accounting Classification Code or when using more than one ACC, the funds are not properly allocated

•    Miscalculations in Total Claim Amounts (mathematical errors or typographical errors - too many 0’s/not enough 0’s in dollar amounts)

•    Missing receipts for lodging, rental car, and other expenses over $75.00 or receipts do not match the amounts being claimed on the voucher

•    Vouchers missing page 2, dates and locations (city, state, country) not being recorded on page 2, and/or totals not being carried forward from page 2 to page 1

•    Incorrect rates are being used when calculating Per Diem and POV mileage (must use the rate(s) applicable for the period of travel)

•    Non-reimbursable items being claimed on vouchers (office supplies, luggage carts, personal items, etc.)

•    Claiming expenses that were not authorized on the original travel order and have not post-approved on the voucher

•    Lodging taxes being claimed as a Miscellaneous Expense for foreign travel (this only applies to domestic travel)

•    If you have any questions please call Cathy Roberts at 202-482-3153.

 

Almost Everyone is Aware of the Term “Telework” or “Telecommuting"

 

What does it mean?  It is the performance of official duties at a location other than the traditional office.  The work performed can be at another government location, such as a GSA Telework Center, or at an employee’s home.

 

Telework does not change the terms and conditions of employment.  It does provide a way of responding to rapidly changing factors affecting today’s workforce.  Telework increases the agency’s ability to recruit a more diverse workforce.  Emerging issues, including emergency planning, technology, privacy and heightened security concerns have all had an effect, some positive and some negative, on the growth of the Federal telework initiative.  The Office of Personnel Management (OPM), in the last few years, has sought to educate Federal agencies about the importance of incorporating telework into Continuity of Operations plans (COOP).

 

ITA’s telework policy is available on the Office of Strategic Resources (OSR) website at http://www.ita.doc.gov/hrm/telework/policy.htm. The policy covers the scope, responsibilities, and the general policy of this voluntary program.

 

OPM also has extensive information on telework on its website that can be viewed at http://www.telework.gov/.  Telework.gov provides a background on the program, tools and resources, frequently asked questions, telework centers, and the 2008 Federal Telework Report.

 

Length of Service Awards

The Federal Government believes that all employees deserve to be recognized for their years of service. The International Trade Administration (ITA) provides employees with a certificate and pin upon their anniversary milestone date in recognition of their work through the years.

According to the Partnership for Public Service and American University’s Institute for the Study of Public Policy Implementation (ISPPI), the Department of Commerce (DOC) is one of the “Best Places to Work” within the Federal Government (www.bestplacestowork.gov). The score that DOC achieved reflects employee engagement and satisfaction. For this reason, the Length of Service Award is an important way of showing employees appreciation.

Employees with ten, fifteen, twenty, and twenty-five years of service receive a certificate and pin in recognition of their hard work and dedication. Either a formal or informal ceremony is also arranged to acknowledge the honorees.

Employees with thirty, thirty-five, and forty years of service receive a certificate and pin as well as a formal ceremony with the Deputy Under Secretary (DUS) in recognition of their service within ITA.

Employees with 45 years of service and greater receive a pin together with a framed certificate and a photo taken with the Secretary of Commerce in recognition of their extensive service with the Federal Government.

For more information, please visit the Office of Strategic Resources (OSR) website at:  http://www.ita.doc.gov/hrm/awards/index.html.

 

  New Rate For Use Privately-Owned Vehicle (POV) While On Official Travel

Effective January 1, 2009, the new rate for a Privately-Owned Vehicle (POV) while on official travel is decreased from $58.5 to $0.55.  If you have questions, please call your travel contact or Sharon Russell at (202) 482-3267.

 

 

 

 

 

 

Send your suggestions or comments about this newsletter to Nina.Harris@mail.doc.gov