CFO-ADMIN NEWS YOU CAN USE
- A Monthly Newsletter from
- Office of the Chief
Financial Officer and
- Director of Administration
January 5, 2010
In this issue of CFO-Admin News
You Can Use, we focus on the following:
How Much Money Does ITA, or Any
Federal Agency Get During A CR?
FY 2010 Clean Audit Opinion
New year's Resolutions: Have You Got Yours For
Mail Management Tips
ITA's 30th Anniversary Video
The SAVE Program
ITA Comings and Goings
How much money does
ITA, or any Federal Agency get during a CR?
continuing resolution (CR) is usually a short term appropriation that allows
Federal Agencies to continue operations because Congress has not passed an
Appropriation. In some years Congress may pass a full year CR instead of a
resolutions are normally crafted by Congress using two basic rules:
organizations cannot stop or start projects during the CR period; and spending
is restricted by providing funds based on the amount spent in the
previous year. OMB apportions (makes available to the agencies)
95% of the previous year’s spending during that same time period. OMB
allows some exceptions to this funding rule (under the CR) to provide for a more
reasonable level of spending than currently exists, but requires ITA to submit
a formal request to OMB with supporting documentation explaining why more
funding is required.
that ITA has been operating under CR’s for the last couple of years, and after considering
our personnel compensation and benefits costs, there is very little left to
cover our “other objects” minimum needs (travel, transportation, training,
rent, utilities, communications, supplies, printing, equipment, etc.). To
better manage our fiscal resources during the CR, all procurements
including Memoranda of Understanding that would obligate ITA to $100,000 or
more must be approved by the Program Resource Coordinator and the Budget Officer,
you have any questions please contact Michael House via email
Michael.House@trade.gov or at
FY 2010 Clean Audit Opinion
The Department of
Commerce and ITA received a clean audit opinion.
Each federal agency is audited by independent
accounting firm under the authority of the Chief Financial
Officers Act of 1990.
The Department of Commerce was audited by KPMG this year. In
addition to closely reviewing samples of all of our accounting, payroll and
property records, the auditors also visit field locations.
The Office of Financial Management (OFM) Accounting Office staff
accompanied the KPMG auditor to the Midwest Network (Chicago) to conduct an
exhaustive and detailed on-site review. The auditor commented on the excellent
level of cooperation from the Network Director, Mary Joyce and her staff, and
the National Field Support Team, Kathy Dupriest and
Anita Santiago. As a result of this teamwork and excellent financial and
property practices, ITA received only one minor audit finding from this site
Next year, another site or sites
will be selected by the auditors and we will repeat the process. To
prepare for the next audit, OFM staff will be conducting virtual audit
preparation activities, including a comprehensive survey of topics and issues
frequently tested by the auditors. Field locations should look for our
survey in early summer 2011.
If you have any questions please
contact Doug Allis via email
New Year’s Resolutions: Have you got yours
Yes, yes, I know… the year is not all that
new anymore! But for those of you who, like me, sometimes are a tad late for oh
so many things in this busy life, mid-January is not too late to stop for an hour
or two, and to put down in words a set of priorities for the months ahead.
Since this year I already took the time to do my homework (it looks good on
paper, and I am resolute about fulfilling each one of the promises…I mean,
commitments), I thought I would share some ideas and information to get you
First and foremost, make time to sit down and
think about your accomplishments and your…well… non-accomplishments of 2010.
How does it look? Not so good? Reasonable? Mostly in line? A perfect 10? Whatever your score was, the good news is that
a new year has just begun and you have a chance of doing better in 2011.
Each one of us can
have our own tailored set of resolutions, but if you are lacking inspiration,
let’s look at what others are doing. The USA.gov website lists the ten most
popular resolutions (it doesn’t specify whether the source is the Federal job
force or the general population, and if they are in order of importance). They
alcohol; get a better
get a better
quit smoking now;
take a trip;
volunteer to help others.
presented by Serge Prengel in his book “Resolutions that Work” show that
between 40 and 45 percent of American adults make one or more resolutions each
year. That’s more than 100 million people!
Staying on track as time goes by is another story. After the first week,
75 percent stay committed; after two weeks, 71 percent; after one month, 64
percent; after six months, 46 percent.
avoid feeling guilty about breaking the promises you made to yourself, and to
stick with the strong willed, here are some tips from the experts:
specific. Resolutions must be measurable and achievable by your own efforts;
realistic. Do not bite more than you can chew;
objective on your planning by setting goals and revising them periodically;
a roadmap to keep track of your successes or corrections needed;
is not wishful thinking. Therefore, fight for what you want to achieve;
good care of yourself. Get support if you feel it would help.
statistics also show that people who take the time to plan and write down their
resolutions are much more likely to achieve results. So, don’t just think about them: write them
down, and put them into action! Your new resolutions may include big things
like buying that beach house in a Caribbean paradise or running a marathon in
the fall; or they might be as small as reducing your sugar intake or taking the
stairs everyday instead of the elevator. In all cases, they will have some
desirable or necessary impact in your lifestyle, make you feel better about
yourself, and give you a sense of fulfillment if achieved according to plan.
If you already have set your New Year’s
resolutions for 2011, stick to them, and good luck! If not, it is time to catch
up. Need more ideas? Here are some
Become more self-confident! Become more
cost-effective! Eat well! Take a course to enhance your education! Get out of
debt! Save money! Get fit! Decrease anxiety! Be more autonomous!
Learn something new! Be less grumpy! Get organized! Forgive! Learn to cope! Declutter! Write a love letter! Drink more water! Eat more fruit! Take more
photos! Go camping! Reduce! Volunteer! Appreciate Nature! Talk to the stars! Create!
Let go! Jog! Be on time! Lighten up! Broaden your horizons! Move around!
Empower others! Slow down! Speed up! Focus! Try new food! Trust your instincts!
Tell him that you love him! Tell her that you love her! Make a quilt! Apply for
a better job! Go to yoga! Bike! Hug your friends! Believe! Dance! Throw a
costume party! Get married! Be true! Spend more time with the kids! See your
parents more often! Carpool! Draw! Be spiritual!
Encourage a co-worker! Be remarkable! Learn an instrument! Go back to school!
Turn off the TV! Sing! Take a break! Avoid drama! Avoid gossip! Shine! Tolerate
more! Listen! Jump rope! Follow through! Paint! Get some sleep! Enjoy every
minute! Smell the roses! Find the time! Stay in touch! Inspire! Be fearless!
Change the world!
by Eugenio DaSilva.
Mail Management Tips
transitioned from Federal Express to the United Parcel Service (UPS) under
GSA’s Domestic Delivery Service 2 (DDS2) contract, effective June 21, 2010.
Federal Express should no longer be used for domestic shipments sent within the
continental 48 states. If you choose to
continue to use Federal Express for a shipment within the continential U.S.,
you can expect your rate to be three times the old rate since they no longer
have a contract with the government.
Express may be used for shipments sent internationally or to Alaska, Hawaii,
and Puerto Rico, and for shipments sent from international posts. UPS may also be used; however, ITA has
experienced billing and customs issues with the UPS service to international
Please contact Kelli Walters
at 202-482-3265 if you have any questions regarding which service you should
What shipment method should I select? What is
the most cost-effective shipment method?
When shipping to
the continental U.S., use UPS Ground service first.
UPS does not provide packaging for
Ground shipments, so you will have to use your own envelopes or boxes for
these shipments. If you’re shipping
to DC, MD, VA, your item will still arrive within one business day. This
is the most cost-effective shipment method.
Use UPS 2nd Day Air for essential
Use Next Day Air ONLY when shipping time sensitive documents.
You should not be using Next Day Air Early AM. This
method is much more expensive than regular Next Day Air.
UPS GROUND SERVICE
MAP – TIME IN TRANSIT
How do I create a shipping label for UPS?
You must use the UPS CampusShip online
shipping tool located at:
Do not use paper shipping documents
(waybills). Each office has been
given log-in information from UPS to access the CampusShip system.
Training on CampusShip has been, and
continues to be, provided to administrative personnel to ensure that all
users know how to use the system.
To request CampusShip training, please contact Kelli Walters at
How do I pay for shipments sent via UPS?
While Federal Express was billed directly to the
user’s purchase card, UPS charges will be billed directly to your office
Within the CampusShip system, there are three
required “reference” fields that must be populated with your office’s
accounting code information. The
first field is the Project-Task Code, the second field is the
Bureau-Organization Code, and the third field is the “Requisition
Reference” field, which is a notes field that must be populated. If you are unsure what to put in the “Requisition
Reference” field, put your last name or a one word description of the item
you are sending.
Paper waybills should NOT be used because your account will not be billed
Shipping via Federal Express (FedEx)
Federal Express may be used when shipping internationally. International posts should use Federal
Express or DHL (if Federal Express is not available) rather than UPS.
You must use the FedEx online shipping tool when
preparing your shipment.
Please do not use paper shipping documents
How do I pay for shipments sent via FedEx?
You will use your office credit card to pay for
shipments sent via FedEx.
What shipment method should I select when
sending via FedEx?
The most cost-effective FedEx shipment method when
shipping overseas is Next Day Air.
have any questions regarding mail management, please contact Kelli Walters at
case you were not able to attend ITA’s 30th Anniversary Celebration on October
20, we videotaped the entire event.
Click on the link below to watch the
you have any questions please contact Ruben Pedroza at 202-482-3072 or via e-mail
Got Any Good Ideas On How To Save The Government
ITA is getting ready for your 2011 suggestions
for the SAVE Program.
You are probably wondering what is the SAVE Program? SAVE
stands for Securing
Americans Value and Efficiency and was launched by
President Obama through OMB.
The goal of the SAVE Award Program is to produce ideas that will yield savings
while also improving the way that government operates. Ideas are submitted through www.SaveAward.gov.
The SAVE Award works in parallel with the President's line by line review of the
Federal budget. Start thinking today of what you can suggest to SAVE in
2011"Please note suggestions submitted through the MyIdeas. MyITA. Program" (see
below) that are suitable for the SAVE Program can be automatically submitted on
Suggestion Program -- MyIdeas. MyITA.
ITA's "MyIdeas. MyITA. Program is a separate year
long initiative. For the 1st quarter of this program, ITA received
eight ideas that are under review and consideration.
is looking for ideas that will lead to improvements in day-to-day
operations as well as ‘big picture’ ideas that could lead to greater
efficiencies and improved ITA mission effectiveness. Your ideas could
include ways to create monetary savings, better working conditions,
process improvement, customer service, achieving greater time savings, as
well as green initiatives. The subject areas are only limited by your
To submit ideas to the
Employee Suggestion Program: MyIdeas. MyITA.,
ITA Comings and Goings
Arrivals - WELCOME!
Christopher Seipmann; Jonathan Hill; Krisha Hill; Andrew Medley
Andrea Berton; Maryann Burke; Summer Avery; Viola Barnes; Anna Flaaten; Weihuan Xu; Lyn Barden; Cecile Bowlding;
MAC: Jennifer Derstine
MAS: Tim Miles;
Send your suggestions or comments about this newsletter
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