SAIC-Frederick, Inc., Administrative Handbook of Standard Processes

Introduction

The Administrative Handbook is designed to be a working guide for management, supervisory and staff personnel in the day-to-day administration of operational and business procedures/processes. The processes contained on the site will supersede existing related formal or informal procedures currently being used at SAIC-Frederick. The Administrative Handbook does not replace the NCI-Frederick Policy and Procedure manual. Where appropriate, the standard processes located within the handbook will refer to a NCI-Frederick policy and procedure. New standard processes will be added as needed and current standard processes will be reviewed biennially. For questions concerning changes, additions or deletions to standard processes, please contact Andi Gnuschke by e-mail at gnuschkea@mail.nih.gov.

Table of Contents

Section A – Contract Planning and Administration

• A001 Administrative Handbook of Standard Processes (Under Construction)
• A002 Preparation and Approval of Standard Processes (Under Construction)
• A003 SAIC-Frederick, Inc., Off-Site Employees (Under Construction)
• A004 NCI Contracting Officer Approval Requirements (Under Construction)
• A005 Customer Concern Resolution Process
• A006 Collection and Protection of Personal Information
• A007 Correction or Amendment of Individual Records Contained in Systems of Records
• A008 Employee Access to Individual Records Contained in Systems of Records
• A009 Preparation and Review of Privacy Act System of Records Notices
• A010 Preparation and Approval of NCI-Frederick Policies and Procedures (Under Construction)
• A011 Records Management (Under Construction)
• A012 Coordination of Mandated Training
• A013 Employee Recognition Program

Section B – Financial Management

General Accounting

• B101 NCI-Frederick Payment of Nonemployees (Under Construction)

Budget/Cost Management

• B201 Cost Estimate Procedures (Under Construction)

Payroll

• B301 Guidelines for Completing Time Cards

Travel

• B401 NCI-Frederick Mileage Reimbursement Guidelines
• B402 SAIC-Frederick, Inc., Travel Policy

Business Practices

• B501 Calling Card / International Telephone Access Code Process (Under Construction)
• B503 Signature Authorization Operating Procedures (Under Construction)
• B504 Process for Establishing Employees in Foreign Countries (Under Construction)
• B506 NCI-Frederick General Expense Report Guidelines

Section C – Information Systems Program (ISP)

• C001 Requesting E-Mail Accounts (Under Construction)
• C002 NCI-Frederick Dial-in Accounts (Under Construction)
• C003 ABCC Computer Account (Under Construction)
• C004 NCI-Frederick LAN Drop Request (Under Construction)
• C005 Conference Center Services (Under Construction)

Section D – Contracts and Acquisitions (C&A)

Purchasing

• D301 Cellular / Wireless Communications (Under Construction)
• D302 Scientific and Support Equipment Service Contract Process (Under Construction)
• D303 Request for Vendor Service on Equipment

Logistics Support

• D401 Outbound Shipment, Request
• D402 Central Supply, Material Requisition
• D403 Mail Stops: Creating, Changing, and Closing
• D404 Property Control Officer (PCO), Responsibilities and Process
• D405 Property Transfer Process
• D406 Use of Fleet Government-Owned or -Leased Vehicles

Research Contracts

• D501 Consulting Agreements (Under Construction)

Section E – Environment, Health, and Safety (EHS)

Environmental Protection

• E301 Application for a Radiation Program at NCI-Frederick (Under Construction)
• E302 Enrolling Employees in the Respiratory Protection Program

Section F – Facilities Maintenance and Engineering (FME)

• F001 Maintenance Service Requests
• F002 Processing Trouble Calls

Section G – Reserved for future use

Section H – Human Resources (HR)

• H001 Avoidance of Personal Services (Under Construction)
• H002 Use of Government Resources (Under Construction)
• H003 Compliance with the Deemed Export Rule (Under Construction)
• H004 HR Letters (Under Construction)
• H005 Reporting of Inappropriate Actions (Under Construction)
• H101 Promotion Review Board Process (Under Construction)
• H201 Administration of the Family and Medical Leave Act (FMLA) and Short-Term Disability (Under Construction)
• H202 Accrual and Use of Credit Hours (Under Construction)
• H301 Request for Guest Researcher Appointments (Under Construction)
• H302 Use of Placements from Temporary Agencies (Under Construction)
• H303 Employee Referral Award (Under Construction)
• H304 Internal Transfer Process (Under Construction)
• H305 Personnel Requisitions (Under Construction)
• H306 Extending Offers of Employment (Under Construction)
• H307 Reference Checking (Under Construction)
• H308 Sourcing Qualified Candidates (Under Construction)
• H309 Screening Candidates for Employment (Under Construction)
• H310 Employment Application Process for External Candidates (Under Construction)
• H311 Verification of Educational Credentials (Under Construction)
• H312 Verification of Previous Employment (Under Construction)
• H313 Process for Establishing Employees in Foreign Countries

Section I – Office of the President

• I001 Disclosure of Significant Financial Interest Procedures (Under Construction)
• I002 Research Involving the Use of Human Subjects (Under Construction)
• I003 Application for an Outside Grant Procedure (Under Construction)
• I004 Employee Outside Employment and Consulting (Under Construction)
• I005 Compliance with the NIH Public Access Policy