LET’S TALK ABOUT HHS PAPERWORK 2007

1. LET’S TALK ABOUT HHS PAPERWORK 2007 John F. Frasco Administrative Officer DMORT 7 2007 Training Omaha, NE 6 – 8 JUL 2006

2. How to reach me • Your best chance of getting a near immediate response from your truly is by email • If you absolutely must call me, please call my cell phone 1-641-420-4934 or 1-202-731-3610 and leave a voice message. I may reply by email.

3. If you call my home phone number… and leave a message on the answering machine, you will probably never receive a response. I never listen to the messages. PLEASE use the HHS email account John.Frasco@hhs.gov

4. HOUSEKEEPING • This weekend you will need to: Learn (you must attend all sessions to get paid & your travel reimbursed) – All classes are in the Camelot Room Do your Security packet, fingerprints, photo (in the back) See John or Nadine for your info updates and verification See Jim Fullerton to have your individual (team) photo Cherish your friendships

5. Chain of Command If you have a question, problem or concern (IN THIS ORDER) Your Chain of Command is • Your AO or TO (me or ‘Doc”) • Your Deputy Team Commander (Mike H. or Mike P.) • Your Team Commander (Bill) • The Team Program Manager (Buddy Bell or Buddy’s representative Ron Beyerlein)

6. There is no reason for you to ever Call NDMS Headquarters • except to call the OSC when traveling to and from training or a mission or • when you are contacted by someone at HQ

7. DMORT 7 and NDMS web sites Our team web site and the NDMS web site have a wealth of information that may answer many of your questions. Visit them often, they have been developed to HELP you be prepared for mission assignments and team activities http://www.dmort7.org/ http://teams.hhs.gov/

8. NDMS Member Web Site ***NEW*** http://teams.hhs.gov/ USERNAME: <FIRST INITIAL><LAST INITIAL><LAST FOUR DIGITS OF SSN> PASSWORD: SAME ALL CAPITAL LETTERS

9. GET ADOBE READER • www.adobe.com • Adobe Reader is FREE • Adobe Acrobat is by purchase • Acrobat allows you to complete most .pdf forms on screen and SAVE • Reader does not allow you to save documents

10. Types of Paperwork • Demographic • Procedural • Informational

11. Demographic • NDMS-1 Member Information • NDMS-4 Job Change request • Address change • 1199A Banking Information

12. NDMS-1 Member Information

13. NDMS-4 Job Change request

14. Address Change

15. Banking Information

16. Look in the mirror to see who is to blame when you don’t get deployed or don’t get paid If you change your name, address, phone number(s), email address(es), or banking information and don’t tell me OR complete the correct form then…

17. MyPay https://mypay.dfas.mil/mypay.aspx Get a PIN (you should have received a PIN by mail from DFAS, if you have not received a PIN or discarded it by accident, you may request another PIN by calling the ERIC Helpdesk )

18. MyPay continued MyPay allows you to change many financial items such as your direct deposit routing and account numbers, withholdings, etc. If you make changes in MyPay, it only affects payroll and does not change the travel reimbursement information

19. MyPay continued You will still need to request, complete and submit the appropriate form to you’re A/O for the information changes can be channeled to ALL the proper places.

20. ERIC Helpdesk 1-888-678-6367 For any question or problem relating to pay or pay-related issues not resolved within the team structure.

21. Procedural Forms • Time Sheet (Normal or Disaster) • Travel Voucher worksheet • Application for Appointment

22. Time Sheet ITASIntegrated Time and Attendance System

24. Travel Authorizations & Vouchers Travel Authorizations (TA’s) are created by NDMS staff at HQ. Each mission-rostered member receives an individual TA The Travel Voucher is created from the TA in a program called GovTrip.

25. TA’s and Vouchers continued When the Authorization to travel is created and at several steps in the approval process you will receive an email. The email for you, as the traveler, is informational only. There is NOTHING you need to do when you receive them.

26. TA’s and Vouchers continued You will also receive emails several times as your completed voucher (after official government travel) works it’s way through the system. Created, Approved, Paid

27. Travel Voucher

28. Travel Voucher Worksheet • You will receive it at the MST or DMORT site • Complete the top portion & keep it with you at all times • Mark down ‘where you lay your head at night’ (PLEASE do not enter ‘on my pillow’) • This is how your per diem is established Do not fall into the habit that DMORT’s don’t move around so I don’t need to do this. No worksheet = No travel reimbursement

29. Travel Voucher Worksheet continued The Travel Voucher Worksheet is built on an Excel spreadsheet. Electronic copies may (will) be available and will do all the math for you. If at all possible (mission specific), try to keep your Travel Voucher worksheet in a electronic format.

30. Fax (1-641-424-6898) or scan and email the signed voucher to your A/O (John.Frasco@hhs.gov). Return the first page ONLY. Retain the voucher for your records. Travel Voucher Worksheet continued After travel and you have completed and submitted your voucher worksheet, a travel voucher will be created. The voucher will be emailed to you as and Adobe (.pdf) file. You will need to print the voucher, review it for completeness, sign the first page in Box 13 and date the voucher.

31. Travel Voucher Worksheet continued The voucher will not be processed until you return the signed first page of the voucher. DO NOT SNAIL MAIL (USPS) THE VOUCHER. I WILL SHRED ANY MAILED VOUCHER!

32. Informational • Team Statistics • Recruitment

33. Team Statistics • Members on Roster – 70 • Applicants pending HR – 11 • Applications mailed since 02-2004 – 131 • Total membership inquiries – 187 • Inquiries not requesting application - 56

34. Team Statistics continued • Oldest Member – 65 y/o • Youngest member – 27 y/o • Charter members – Bill Young, Dean Snow, John Filippi, Darrell Wilkins, Bob Hoover, Dennis Scherer, Cam Schenk

35. Team Statistics continued • Locations (members and applicants) • Iowa - 18 • Kansas - 11 • Missouri - 26 • Nebraska - 13

36. Team Statistics continued • Chaplain - 1 • MLI – 6 • Pathology/Medical – 3 • Mental Health – 1 • X-Ray – 2 • Safety - 1 • Security - 3 • Nurse – 3 • Supply Management – 1 • Commander & Deputies - 3 • Administrative – 11 • Dental – 13 • ERC – 1 • Environmental & HAZMAT– 1 • Anthro – 2 • Mortuary – 17 • EMT – 2 • Logistics - 1

37. RECRUITMENT • What we need: Pathologists, X-Ray techs, Logistics • What we don’t need (right now): Funeral Directors, Dentists, Admin

38. Application Process HHS Human Resources is currently working on the 1000+ applicant backlog created by FEMA HR. Of those 1000+ approximately 208 applicants were only in need of a phone call and appointment letter from FEMA HR. The 208 are HHS HR first priority. Of the 208, 3 are awaiting appointment to DMORT 7.

39. Application continued • Currently, DMORT 7 is NOT recruiting new members • 13 applications are being held in the DMORT 7 office until the HHS/NDMS application protocol is completely developed and instrumented