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Review of Chapter 11

11. ADMINISTRATIVE PROCEDURES

11.1 Introduction

At first, administrative procedures may seem of secondary importance to you as an interviewer on this large and exciting survey. Perhaps you feel that your brain is already full of the crucial information you need to absorb from this manual. However, knowing and following these administrative procedures carefully is of paramount importance to the success of this survey. Sticking to the project's administrative requirements is critical. Not doing so is costly and time consuming and often results in having to repeat tasks already completed. Given a project of this scope and magnitude, these extra costs can add up very quickly. Additionally, administrative forms that are not correct affect the accuracy of reports.

So whether you are a veteran interviewer on the NHSDA or brand-new to this study, it is necessary to understand and follow all RTI administrative procedures. To that end, read this Chapter carefully, refer back to it when necessary, and do not hesitate to contact your FS whenever you have questions.

11.2 Terms of Employment

All interviewers working on the NHSDA are employees of Headway Corporate Staffing Services. The terms of employment are spelled out in the Contract of Employment that you will sign along with other employment forms. Headway Corporate Staffing Services handles the payment for hours worked and expenses, including deductions for Federal, State, and Social Security taxes. You must complete a W-4 form so that appropriate deductions are withheld.

In addition to all payroll functions, Headway Corporate Staffing Services is responsible for all necessary personnel documentation and the actual hiring and terminating of all employees. Your FS is also a Headway employee and acts as your direct supervisor with full authority to manage staff. If action against an interviewer is necessary, his/her FS will follow the Discipline Policy provided in Exhibit 11.1.

Exhibit 11.1 Headway Discipline Policy

Exhibit 11.1 Headway Discipline Policy (continued)

11.3 Authorization for Expenditures

Before spending more than $10.00 on project-related business, consult with your FS to obtain authorization. This is to control budget expenditures and make sure your FS has input into all decisions affecting field work. Expenses made without prior authorization may be denied reimbursement. So you must obtain FS approval prior to making any such expenditures. You also must obtain and submit receipts for expenses over $10.00.

11.4 Preparing a PT&E

All Headway Corporate Staffing Services field staff must complete a Production, Time, and Expense (PT&E) report weekly and submit it in order to be paid. In addition to serving as your timesheet, the PT&E gives RTI managers a detailed summary of the tasks completed during the one-week period covered by the report and any time and expenses required for completing these tasks.

You must submit a complete and accurate PT&E report each week for all work done in order to be paid. If you do not work in a given week, you should still submit a report indicating you "Did not work." After you've completed your PT&E report, use the information to enter your weekly summary of hours, miles, and expenses into the Newton (see Section 9.3). Remember the Newton PT&E data are used only by project management staff, not by Headway for payroll.

11.4.1 Dual Submission Systems

Beginning early in 2001, NHSDA will phase in the use of an electronic version of the paper PT&E called an "ePT&E." Your FS will notify you when your region is scheduled to switch to the ePT&E system. Until that time, you will submit weekly paper PT&Es properly documenting your production, time and expenditures. As the time to switch approaches, you will receive additional details in a separate ePT&E Handbook which will cover the steps needed to use the ePT&E system. After reading the handbook and completing a homestudy, your FS will conduct a special training on the ePTE and will walk you through the setup process. Until you complete the training and your ePT&E system is activated, you must submit paper PT&Es each week as instructed in this manual.

11.4.2 What to Record on a PT&E Report

Step-by-step instructions for completing a PT&E report are provided in this section. An example of a properly completed PT&E Report is provided in Exhibit 11.2. Please refer to these instructions and the example as you are completing your reports to be sure you are making all required entries correctly.

Exhibit 11.2 Properly Completed PT&Es

Instructions for Preparing the NHSDA PT&E Report

The information entered in the first 4 steps listed below defines an individual PT&E report. If, in a given week, any of the information in these four steps varies, you must complete separate PT&E reports. For example, if you work for two supervisors in a given week, you must keep track of your work separately and complete two separate PT&E reports—one for each FS. If you complete work on two different task numbers or project numbers, you must prepare and submit two PT&Es. If you work in your usual location and on travel status in the same week, you must prepare and submit separate PT&Es.

1. Week Begin Date -- At the top of the form, enter the date (month, day, and year) of the Sunday on which the reporting period began. Each reporting period runs for seven days—Sunday through Saturday.
2. RTI Project/Task No. -- Enter the project number and the task number-7190-360 for NHSDA data collection.
3. FS Information -- Enter your FS's Area Number and your FS's name.
4. Travel Status -- DO NOT mark the travel status box unless instructed to by your FS.
5. Did Not Work -- If you do not work in a given week, you still must complete and submit a PT&E report. Mark this box to indicate you did not work, completing the top of the form and the Certification Box in the lower middle of the form.
6. Section A (Date) -- This section identifies the days by date over a one-week reporting period. Enter the corresponding date for each day shown.
7. Section B (Production) -- Enter the total number of completed interviews (code 70s). DO NOT include completed screening cases in your entries. Add the entries in the column at the end of the week and record the total. You are also required to record the Case ID of each interview reported in Column B-1 in the "Notes" section, bottom-right. Check in the Newton for all your final interview cases (although these are not listed with a date). Make sure to keep up with your PT&E entries daily so you will know what you completed that day.
8. Section C (Time) -- Entries should be made for each day you worked. In Column C-1, enter the total number of hours worked during the day as decimals, expressed in hours and portions of an hour to the nearest quarter hour. Show how your hours were spent on project work by distributing the time worked across the various columns as appropriate.
The "time" categories are defined as follows:
  • Study/Training -- Except for training periods, this column probably will not be used. However, if you are authorized to spend time doing remedial or additional study, record the time in this column.
  • Travel -- Record time spent traveling to, from, and between your assigned segments. (Do not include time spent for meals or errands.)
  • Contacting/Locating -- Record the time spent locating, contacting, and screening respondents. Include time spent making appointments, explaining the study to potential respondents, completing the screening process, and return visits to respondents selected for interviewing.
  • Interviewing -- Record time spent administering the questionnaire from start to finish including computer set up. DO NOT include time spent completing screenings in this column.
  • Editing -- Due to the computerized nature of the survey, you should not have editing time.
  • Conference -- Record time spent preparing for and in conference with your FS, compiling weekly field reports, and any calls with RTI managers or office staff, including Technical Support.
  • Other -- Use the "Other" column to indicate your time for transmitting to RTI. Also record time spent performing other allowable project activities, such as time spent FedExing faulty equipment. You must describe any "Other" activity in the "Notes" section in the lower right corner of the report.
    TOTAL THE ENTRIES IN ALL THESE COLUMNS AT THE END OF THE WEEK.
9. Section D (Expenses) -- Enter the following for each day you work:
  • Miles Driven -- Record total miles driven each day on project business (rounded to the nearest mile). Check to make sure that the corresponding travel time is recorded in the Travel column. Headway then calculates how much you will receive, based on the number of miles at the established mileage reimbursement rate of $0.325 per mile. Note: This rate is set by the federal government and is subject to change.

  • Total Expenses -- On any day you have expenditures, record the amounts in the expense columns as appropriate. Receipts must be submitted for expenses over $10.00—remember to get prior approval from your FS. FIs on travel status must submit receipts for lodging, auto rental, etc. The Incentives column will not be used on the main study. Also note that parking tickets, traffic tickets, and other fines are not reimbursable expenses. When finished, you must calculate all totals for rows and columns.

    Please note the following:

  • Lodging - Receipts must be attached. Before you travel, check with your FS about government reimbursement rates for rooms in the location where you are traveling. Any overnight travel must be approved in advance. In the Notes column, record the city and state of your travel location.

  • Meals - Meals are not reimbursable expenses except while on travel status. When making arrangements for travel status, your FS will give you the daily meals and incidental expenses per diem for your destination. Record that amount in the meals column for full travel days in which you stay overnight. Partial travel days are reimbursed at a partial per diem based on the timing of your trips. Note that the per diem amount includes money for incidental expenses such as tips and laundry. Receipts for these expenses are not necessary.

  • Telephone - Receipts must be attached. Submit a copy of your monthly telephone bill with any project calls highlighted. Telephone charges should be rare as most project staff have toll free numbers.

  • Auto Rental - Receipts must be attached. Auto rental must be pre-approved by your FS.

  • Miscellaneous - Receipts must be attached for expenses over $10.00. Also include any Receipts for Escort Services (see Section 11.6). Explain all miscellaneous expenses in the Notes section.

10. For Office Use Only -- Do not make any entries in this section. Headway completes this section once they determine the total amount due as payment for your work and reimbursement for your mileage and expenses.
11. Certification Section -- Complete this section by printing your name, FI ID number, date, Social Security Number, complete mailing address, and telephone number. Then sign the form, thereby certifying "that this statement is true, correct, and complete and that the data collected and submitted are truthful." Unsigned forms cannot be processed and will be returned, delaying payment to you.
12. Notes -- The "Notes" section is for explaining any expenses and unusually high time charges to avoid delays in approving your PT&E. Also, record in the Notes section the following information:
  • Case IDs for all interviews completed during the week.

  • Case IDs for any breakoff interviews that occurred and were not subsequently completed during the week. Write BRK before the Case ID to indicate it is a breakoff case.

  • Explanations of all time charges under "Other."

  • Explanations of all Miscellaneous expenses (submit receipts for expenses over $10.00).

  • Your work location (City and State) when working on travel status.
13."Advance Repayment" Box -- This box is to be used only if you have an outstanding travel advance. Rather than returning/repaying the outstanding advance to Headway by submitting a personal check, you can specify an amount to be deducted from your pay. RTI and Headway reserve the right to deduct any amount deemed appropriate when necessary.

Maintain your PT&E report daily. Do not rely on your memory to complete your PT&E later, especially since you must keep track of both time and expenses. You will have photocopies of the PT&E that you can use as a working copy to keep track of your daily time and expenses, including the Case ID numbers of completed and breakoff interviews. Then, at the end of your work week, transfer the information to a "real" copy for submission to your FS. DO NOT SUBMIT THE WORKING COPY. IT CANNOT BE PROCESSED AND WILL DELAY YOUR PAYMENT.

It is essential to project management that PT&E reports are completed accurately and submitted on time. Field efficiency and cost reports are prepared regularly by project staff. If your report is completed incorrectly or submitted late, it disrupts the project reporting schedule and may delay payment.

11.4.3 Submitting a Completed Paper PT&E

Send your paper PT&E and any attached receipts weekly by first-class mail to your FS for review and signature. Keep the gold copy for your records and mail the original, yellow, and pink copies of your PT&E to your FS no later than Monday of each week. DO NOT use pre-addressed RTI envelopes; PT&Es received at RTI directly from an FI are returned to the appropriate FS for signature. Once your FS receives your PT&E in the mail, he/she must review, approve, and sign it, and then send the forms to Headway/RTI for processing. All FS approved PT&Es received at Headway/RTI by 3 p.m. on Tuesday are processed, and checks or direct deposit vouchers are mailed by first-class mail to your home on Friday.

Remember to include any completed Reference Date Calendars when mailing your paper PT&E each week.

Please be aware that processing PT&Es takes time—sometimes as long as two or three weeks from the time you mail the PT&E to your FS to the time you are paid, depending on holidays. Note that direct deposit is available to you, with funds available the Monday following Headway processing.

11.5 Common Errors

  • Unsigned

  • Failure to enter the task number (or, failure to enter the correct task number)

  • Failure to enter a complete/correct Social Security Number

  • Incorrect totals or no totals in columns and rows

  • Breakdown of time not recorded in the proper column or totaled in a column other than the one in which daily entries are recorded.

  • Time not rounded to quarter hours and not recorded in decimal form (two decimal points). Do not record time in minutes. Round to the nearest quarter hour:

Taking time to double check your work to catch any mistakes will save processing time and allow you to receive payment on time. Legible work helps as well—please write neatly in blue or black ink.

11.6 Escorts

As discussed in earlier chapters, there may be times when you are working in a neighborhood where either because of safety or neighborhood suspicion an escort is necessary. The use of an escort must be pre-authorized by your FS. When an escort is needed, call your FS to receive verbal approval before arranging for an escort. You are responsible for paying for escort services based on an hourly rate negotiated with the escort and approved by your FS. After approving your use of an escort, your FS will complete Part A of the Receipt for Escort Services Form, indicating the approved rate and the projected number of hours. The FS will then mail the receipt form to you.

For you to be reimbursed, you must complete the remaining sections of the Receipt for Escort Services Form, have the escort sign it, and submit the original and pink copies. This payment must be entered on your PT&E report (either paper or electronic) in the "Miscellaneous Expenses" column and then explained in the "Notes" section. Give the yellow copy of the Receipt for Escort Services Form to the escort. Your FS will keep the pink copy. An example of a completed receipt is shown in Exhibit 11.3.

Exhibit 11.3 Completed Receipt for Escort Services

11.7 Federal Express Mailing Procedures

While we do not expect this to occur often, your FS or other RTI staff may request that you send materials via FedEx. For example, you would use FedEx to return faulty computer equipment to RTI if the Technical Support staff directs you to do so. The procedures, while simple, are essential to ensure that your shipment is not lost, arrives promptly, and that the charge is billed properly.

When sending materials via FedEx, please follow the procedures outlined below:

Exhibit 11.4 Completed FedEx Airbill

11.8 Work Absences Caused by Sickness and Vacation

If you must be absent from work for any reason, you should notify your supervisor as soon as possible. If the absence is due to a planned vacation, please discuss this with your supervisor as soon as your plans are nearly final and at least two weeks prior to your departure date.

In some circumstances you may be entitled to up to 12 weeks per year of unpaid, job-protected leave under the Family Medical Leave Act of 1993 (FMLA). The basic eligibility requirements are that an employee has worked for Headway at least 1250 hours in the previous 12 months, and is faced with a condition that is considered a legitimate reason for taking FMLA leave. These reasons may include: to care for the employee's child after birth, or placement for adoption or foster care; to care for the employee's spouse, son or daughter, or parent, who has a serious health condition; or for a serious health condition that makes the employee unable to perform his/her job.

If you encounter a situation where you feel unable to work due to one of the reasons above, you should notify your FS right away. For more information on FMLA, you may contact Headway and request the flyer "Your Rights Under the Family and Medical Leave Act of 1993."

11.9 Field Accidents and Injuries

If you are involved in an auto accident (whether injured or not) or have any type of fall or accident while on the job (whether injured or not), you must contact your supervisor as soon as is practically possible. He/she will work with you to ensure the accident is promptly and properly reported to Headway Corporate Staffing Services. It is important that the nature of the accident is reported to Headway Corporate Staffing Services within one business day if at all possible (call ___-___-____).

11.10 FI Referrals

Staffing a national study as large as NHSDA with a sufficient number of interviewers to complete all of the work in each of the states and FS regions is an ongoing task. Referrals from current field staff are one of our best sources of recruits for interviewer positions. Be on the lookout for other interested persons who are available to work on the project and likely to succeed as an interviewer.

NHSDA has a bonus system in place to encourage staff to recommend quality candidates. If you make a referral to your FS and the referred person is hired, completes training, and successfully completes his/her first full quarter assignment, you are eligible for a bonus payment of $100.00 (less any standard deductions). Successful completion of the assignment means that the new interviewer completes all of the screening lines assigned to them, finalizes the interview process for all respondents identified, and is not on any step in the Headway discipline process.

11.11 Traveling FIs

If your FS identifies you as an interviewer who may serve as a traveling FI (TFI), you should carefully read the Traveling Information Sheet shown in Exhibit 11.5. This document explains the current procedures for traveling FI assignments for the NHSDA.

Exhibit 11.5 Travel Assignment Information Sheet

You are being considered for potential Travel Assignment(s). Soon you may be contacted about specific travel needs. Before you are contacted, and before you agree to a travel assignment, please read the information provided on this form. It will familiarize you with NHSDA Travel Procedures and what our expectations are for FIs who agree to accept Travel Assignments.

I. Selection

    Once Regional Supervisors and Field Supervisors have agreed that a Traveling Field Interviewer (TFI) is needed, a decision will be made on who is best suited for the assignment. Suitability will be determined based on:

  • characteristics of the FI Region and segments where help is needed
  • productivity of available TFIs
  • response rates normally achieved by available TFIs
  • cost consciousness of available TFIs
  • versatility of available TFIs
  • racial/ethnic/language needs
  • geographic proximity
  • length of stay necessary (many travel assignments require a minimum of 10 to 14 days).

II. Contact

Initial contact with available TFIs will be made by your FS. The destination and type of assignment will be discussed in general. If you are offered a potential assignment and you are interested, you will then be contacted by either your FS, another FS (if you would be working in a different FS territory), or by the Regional Supervisor.

During this contact you will be provided with specific information about the size and makeup of the assignment, the length of stay necessary, and travel and lodging arrangements. Based on this conversation, you and the supervisor can make a decision on whether you should accept the assignment. Your own supervisor will be notified of the decision and informed of any plans made.

If you are offered and accept a Travel Assignment, you will be provided with any needed cash advance, air tickets, and Car Rental Vouchers (called OTTOs) by Headway Corporate Staffing Services. In almost all cases, arrangements for these will be made by the supervisor. At this time, you also will be advised on how to return any cash remaining from your advance at the end of your assignment.

III.Expectations

The use of TFIs is expensive. In order to obtain maximum results in return for the costs incurred, it is critical that trips are productive. If you agree to a travel assignment, you must do your best to meet the following expectations:

  • Employ the most economical means of travel to arrive at your destination.

    The supervisor will arrange for the most economical method of travel. If you live close enough to the assignment, you will be asked (in most cases) to drive to the location. If a flight is necessary, the supervisor will arrange for the purchase of the least costly, available fare. An OTTO for rental cars and your airline ticket will be billed directly to the project. These items will be sent to you by Headway. If for some reason you would prefer to drive instead of fly (and if this is practical), your allowable mileage and hourly charges may not exceed the cost of the flight, your mileage to and from the airport, and the hours it would take to depart from your residence and fly to the assigned location.
  • Work to find adequate, comfortable, and reasonable lodging.

    In many FI Regions, comfortable and adequate lodging can be found at prices far below the maximum allowable Government Rate. The supervisor will provide you with more than one reasonable option from which to choose. It is important that you choose from among the options offered, and that you not change locations without the express consent of the supervisor. If you know of alternative lodging that is close in proximity to your assignment and does not exceed the cost of the options offered you, you and the supervisor may agree on this alternate lodging. However, the final decision rests with the supervisor. RTI reimburses the actual cost of lodging, not the maximum allowable rate.
  • Follow regulations regarding allowable meals and incidental expenses.

    When on travel status, you will be reimbursed at the government Meals & Incidental Expense (M&IE) allowance rate for your travel location. This daily per diem covers all meals, tips, and other incidental expenses such as laundry, etc. No receipts are necessary. On partial travel days, you will receive a portion of the per diem rate depending on the timing of your trip. Your supervisor will communicate the appropriate amounts to you.
  • Work at the height of your ability.

    TFIs are nominated and selected based on their productivity in their local assignments. While on travel status, it is especially important that you give your best effort and complete your assignment in the least possible time with the best possible results. While you are not expected to exceed your abilities, you are expected to work up to them. You are expected to make maximum use of your time, and you should not take days "off" during the term of your assignment. If you happen to take an assignment in an area where you would like to sight-see or visit friends, arrange to do this after your assignment is completed. If there is no additional cost to the project, the supervisor will arrange your return flight to accommodate additional days after completion of your assignment.
  • Be prepared to report frequently on your progress.

    Depending on the situation in your assignment location, the local FS may need frequent, even daily, reports on your progress. You must be prepared to meet the requirements of the situation and respond to the local FS's requests for information. Needs vary from situation to situation. You are expected to be flexible and cooperative in this matter.
  • Be prepared to trade off segments, cases, etc., as needed.

    You may be working in a location with other TFIs or local FIs. Situations may require trading off cases, teaming with another FI in the same segments, or switching cases with another FI for refusal conversion. Your initial briefing with the Supervisor(s) involved before you accept an assignment should prepare you for such eventualities, but you are expected to cooperate with the local FS and, if directed, with other FIs in the area in order to achieve the best results in the least amount of time.
  • Obtain supervisor approval prior to charging overtime.

    If enough work exists that you can be productive and work more than 40 hours, the supervisor may authorize some overtime hours. The supervisor will determine (with your help) potential overtime hours that would lead to early completion and less time in the location. Prior approval is necessary, however, for any overtime charged. You are expected to alert the supervisor far enough in advance so that sound decisions can be made regarding allowable hours over 40 per week. Furthermore, it is important to understand that a travel assignment does not guarantee a schedule of 8 hours a day or 40 hours a week; your time charged may be more or less depending on the circumstances of the particular travel assignment.

Thank you for your interest in working as a TFI. If you are selected for any travel assignments, please be assured we will do all we can to contribute to your success!

    Useful Telephone Numbers:

FS________________________________  1-800-______-___________

FS________________________________  1-800-______-___________

FI________________________________   1-(___)-____-___________

Hotel______________________________  1-(___)-____-___________

To reach Headway Corporate Staffing Services:

1-800-___-____

To reach other RTI staff:

Call toll-free 1-800-___-____, then ask the operator for the employee with whom you wish to speak.

REVIEW OF Chapter 11

Administrative Procedures

To assist your learning process, read the following summary of key points in this chapter. Following the summary are several questions to ask yourself. These questions will help you identify those areas you understand, and pinpoint the areas where you would benefit from re-reading a particular section.

SUMMARY

  • Learning and correctly following administrative procedures is crucial to save you and the project time and money.
  • In order to be paid, you must submit an accurate and complete PT&E report each week.
  • The weekly time on your PT&E is divided into several categories, including travel, contacting/locating, interviewing, and conference time. It is imperative that you maintain your personal records daily, keeping track of hours, miles, and expenses.

QUESTIONS TO ASK YOURSELF

  1. It is necessary to obtain FS approval for any project-related purchases above what amount?

  2. On what day does each weekly reporting period begin?

  3. If you have 8 total interviews for the week, what information must be recorded in the Notes section of your PT&E report?

  4. Under what column would your transmission time belong? Under what column would you include all time spent screening?

  5. What is the proper way to record the following times on your PT&E report?

    one and a half hours

    ten minutes

    five hours and 45 minutes

    3 hours and five minutes

    one hour and fifteen minutes

    six hours

  6. What information do you record in the Notes section of a PT&E?

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