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Vegetable Crops Research Unit Procedures
- EMail information (ARSNET)
Deadlines
- March 31, 2023 - Annual USDA Security Awareness Training
- June 30, 2023 - FY 2023 TBD USDA Mandatory Annual Purchase Card Refresher Training
- July 23, 2023 - Procurements over $25K
- July 30, 2023 - All new and amendments to incoming agreements to ADO
- July 31, 2023 - All planned conference attendance occurring between October 1, 2023, to September 30, 2024, must be entered into ARS Travel Information System (ATIS) no later than July 31, 2023.
- August 1, 2023 - Deadline for outgoing agreements to be at Area level
- August 20, 2023 - Procurements under $25K + over $25K if purchasing through GSA
- August 30, 2023 - Last day for routine purchases by purchase cardholders
- August 31, 2023 - Last day this fiscal year for purchase cardholders (except PSAs) to procure items
- Sept 1, 2023 - All new and amendments to outgoing agreements to ADO
- Sept 17, 2023 - All pending transactions in US Bank need to be reallocated and final approved by Friday, September 17th. Do not access US Bank between September 18th - October 7th.
- Sept 30, 2023 - Fleet card training due, see your email from July 9 from Cylie Colbeth
- Sept 30, 2023 - New Performance and Awards Policy Training must be completed in AgLearn, see your email from July 17 from HRD-Communications
- Oct 31, 2023 - Individual Development Plan Training must be completed in AgLearn, see your email from July 17 from HRD-Communications
- December 30, 2023 - AgLearn training “USDA Records Management Fundamentals”
- December 31, 2023 - AgLearn Notification and Federal Employee Antidiscrimination and Retaliation (No FEAR) Act Training
News and Events
- TBD - VCRU Walk Through Safety Inspection
- Bio safety awareness month Feb 2023
Processes for VCRU
CONTACT LIST
Update Feb. 11, 2022:
115s – Erika Stoltz
Domestic Travel – Erika Stoltz
International Travel – Erika Stoltz
Agreements – Erika Stoltz PSA
Driver Auths / Affiliate Forms – Erika Stoltz
Procurement over micropurchase – Erika Stoltz
AD-700s – put new requests in Box folder; send updates by email to Erika
Reminder
1. Include account number to charge
2. If the 700 is for a meeting registration, you must include:
Title of Conference:
Sponsor:
Dates:
Location:
115s
115s - Erika will process 115s
erika.stoltz@usda.gov
608-262-7922
√ Send the new requests and updates to Erika and she will process the 115
Affilliate Forms
AFFILLIATE FORMS - Cylie Colbeth will process
Cylie.Colbeth@ars.usda.gov
608-890-0045
Form is used for any student, volunteer, etc. who accesses ARS IT or who needs unescorted access within a federal facility requires a security background check and LincPass. Anyone who uses IT equipment will also need to take the IT Security Awareness training and test and send a pdf of the certificate of completion to MLIT.
√ Complete entire form [including all account numbers] and send to Cylie
√ If the Affiliate is paid from a NACA or CA, you must also put that on the form and provide the Project #, the Agreement #, and the Account Code. Cylie does not have access to WISDM and is unable to look up the numbers for you.
Agreements
AGREEMENTS (includes Incoming Funds Requests [IFRs], NACAs, Letters of Support, RSAs)
erika.stoltz@usda.gov
608-262-7922 (office phone)
608-576-7596 (cell phone when she gets back in her office)
√ Send all requests to Erika and copy Phil
Annual Reports
ANNUAL REPORTS – Erika Stoltz
erika.stoltz@usda.gov
608-262-7922
Federal Vehicles
FEDERAL VEHICLES (REQUEST TO DRIVE) - Cylie Colbeth will process
Cylie.Colbeth@ars.usda.gov
608-890-0045
√ Employee completes forms, sends to Supervisor with copy of driver’s license and screen print of UW approval to drive
√ Supervisor signs appropriate forms and sends to Phil
√ Phil reviews/approves and sends to Cylie
Parking Permits
PARKING PERMITS (DEPARTMENT)
√ All applications were submitted on May 20
√ Someone will contact you (see attached contact list) for payment
Timesheets
TIMESHEETS – Erika Stoltz to be the timekeeper for VCRU
erika.stoltz@usda.gov
608-262-7922
√ Erika will not send a reminder to complete or certify timesheets - put a reminder on your calendar
√ If you have not completed your timesheet by 9am Monday morning, Justin will enter LWOP
Travel
TRAVEL – Erika Stoltz will process travel for VCRU
erika.stoltz@usda.gov
608-262-7922
Reminders:
√ Forms need to be complete
√ Account numbers are very important - make sure you have the correct account number listed
Shipping
UPS/FED EX
√ Send requests to Erkia (backup Doug Senalik or Ashley Seufzer)