2003 NSDUH Field Interviewer Manual

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 information that is not correct affects the accuracy of reports.

So whether you are a veteran interviewer on the NSDUH 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 NSDUH are employees of Headway Corporate Staffing Services. The terms of employment are spelled out in the Contract of Employment that you 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.

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 Electronic Production, Time and Expense (ePTE) Reports

All Headway Corporate Staffing Services field staff must complete an electronic Production, Time, and Expense (ePTE) report weekly and submit it in order to be paid. In addition to serving as your timesheet, the ePTE 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 ePTE 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 ePTE, 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 summary data are used only by project management staff, not by Headway for payroll.

While you are required to submit an ePTE each week, there may be times when you are not able to access the electronic system due to computer or other problems. In such instances, you will need to submit a paper PT&E as instructed in Appendix A. Keep a small supply of paper PT&Es as a back up.

Additionally, there may be times when an ePTE is submitted and approved, then errors are discovered, such as a forgotten expense that was not reported. Revision reports must be submitted using a paper PT&E report.

11.5 The ePTE System

The focus of this section is how to use the ePTE program built into the CAI Manager. It gives detailed instructions on entering information in the various forms as well as completing an ePTE from an administrative perspective, such as where to enter specific hours or expenses.

Similar to paper forms, the ePTE system has several electronic forms for you to complete. Details for the various forms are given in subsequent sections.

• Default Value Setting Form – The first time you access the system, you must identify yourself and set certain values such as your SSN and your RTI ID (FI ID) number. This form only needs to be completed one time (see Section 11.5.2).
• Entry Form – In this form you identify important information such as project number (including task number), FS, week worked, etc. that defines an individual ePTE report (see Section 11.5.3).
• Detail Form – This form has the rows and columns in which you record the details of the work week's production, time and expenses (see Section 11.5.4).

In each of these forms, use the [Tab] key to move from one field to the next. Holding down the Shift key while pressing the Tab key ([Shift] [Tab]) moves backwards through the fields. The field that is current either has the cursor in the entry field or is highlighted with a dotted line around it.

Sections 11.5.5 and 11.5.6 provide instructions on using the system's edit checks, how to handle various messages that may appear, and tips for some advanced functions. NOTE: You can only enter ePTE information for yourself unless you are authorized otherwise. Violation of this rule may delay your payment.

From the main CAI Manager window, press [Alt] [p] to enter the ePTE system.

The first time you enter the ePTE system, you must provide some personal identifying information. It is critical that you enter this information correctly since it is used to identify your ePTE reports and process your pay check. It is particularly important that you enter your Social Security Number and RTI ID Number correctly—once you save these two numbers on this form you won't be able to make corrections without help from your FS.

• In the first 9 fields – carefully enter your personal identifying information (through the phone number field). Be very careful with your SSN and RTI ID numbers. Press [Tab] to move to the next field. Pressing [Shift] [Tab] moves backwards. If your name is longer than the displayed field, the program accepts the additional characters (until the maximum of 50).



• New Name/Address/Phone – When a change is made to a name, address, or phone number field (including the first time when you change from no entry to an entry), this box is automatically checked. Having the box checked means the information/changes are given to Headway for processing.

Important: If Headway already has your correct name and address on file, press [Space bar] to uncheck this box. Only leave the box checked if there have been changes to your name and/or address that Headway needs to know about.

Press [Tab] to continue.

• Supervisor Name and Area # – Enter your primary supervisor's name and area number. If you work for more than one FS, the information for the other FS can be entered in the Entry Form.
• Project Number — Enter the primary data collection project and task number which is 7190–560. Enter 7190, then press [Tab] to move to the task field after the hyphen, then type 560. Other task numbers or other project numbers can be captured in the Entry Form.
• Allow Past PT&E Edit – This box is pre–filled with 15 days. Do not change this number unless instructed to do so by your FS or RTI staff.
• Allow PTE Type – When Data Collection is highlighted (with a box around it) press the [Space bar] to place a check mark in that box. If you also do Counting and Listing work, press the right arrow key [] to highlight Count and List then press the [Space bar] again to mark that box. The Supervisor check box only applies to your FS. If you don't make a selection here, Data Collection is automatically chosen by default.
• Save – Once you have filled in all fields and double checked all your entries, then triple check your SSN and RTI ID. Next, press [Alt] [s] (for Save).

If the New Name/Address/Phone field is checked when you save your information, a message box then appears asking if you want to transmit this address to Headway. You should choose Yes if Headway does not have your up–to–date name, address or telephone number on file, otherwise choose No.

If the New Name/Address/Phone field is not checked, then you will not get this message box.

After you have saved your information, the SSN and RTI ID fields are shaded in light blue indicating that these fields are "read–only." You can no longer change these values without obtaining a special password from your FS.

NOTE: You must enter a valid SSN and RTI ID before moving on to the ePTE Entry Form.
• Help – If you have any questions about any of the fields on this form, simply press [Alt] [h] (for Help). Read the topics displayed in the help window using the Down Arrow key to scroll through the text. Close the help window by pressing [Alt] [F4].
• Exit – Once you have filled in all information on this form and have saved it, you can exit by pressing [Alt] [x] (for Exit) to automatically continue with the Entry Form.

The first time you work in the ePTE system, you complete the Default Value Settings Form as described in Section 11.5.2. Upon exiting that form, you see the PT&E Application Entry Form, referred to as the Entry Form. Each subsequent time you enter the ePTE system, you start at the Entry Form. An example of this form is shown below.

The default values from the Default Value Settings Form are pre–filled in their appropriate fields. In particular, note the blue shading around SSN, RTI ID, and the Counting & Listing and Supervisor buttons indicating that these fields are read only. The primary FS and project number information from the Default Value Settings Form displays, but can be altered on this form.

On the Entry Form are the 4 items that define a specific ePTE record: week begin date, project/task number, FS name/area number, and travel status. If in a given week any of this information varies, you must complete separate ePTE reports. Consider the following situations:

• If you work for only your primary FS on NSDUH data collection, prepare one ePTE record each week for that FS and 7190–560.
• If you complete work for two FSs, you must prepare two separate ePTE records weekly, one for each FS.
• If you work on another NSDUH task with a different task number, you must complete a separate ePTE record each week for each task number.
• If during the same week you work while on travel status and also work while not on travel status, you must complete two ePTE records to divide the information between travel and non–travel status.

As in all ePTE forms, use [Tab] to move between fields and [Shift] [Tab] to move backwards between fields. The current field either has the cursor or is highlighted with dotted lines. Within the fields, use the left and right arrow keys to move around, the delete key to remove characters, and letter and number keys as needed. If you have questions about the fields on this form, press [Alt] [h] (for Help). Refer to Section 11.5.6, item 13 for additional information on the Entry Form Help box.

• Supervisor Name and Area – Your primary FS and FS area number are displayed. Since the ePTE system expects you to want to enter an ePTE for this FS, the system skips these two fields and the first highlighted field is the Week Begin Date. To enter an ePTE for your primary FS, simply leave the supervisor fields as is.

If you need to submit an ePTE for another FS, press [Shift] [Tab] twice to move back to the Supervisor Name field. Press [Del] to delete the primary FS name and then type the correct name. Press [Tab] to move to the Area number field. Delete the area number and enter the new one.

In this situation, be sure to carefully change both the FS name and the FS area number. If you have already entered an ePTE for your primary FS and then only change one of the FS items when trying to enter a record for another FS, a message box appears saying that this PT&E is on file already and do you wish to update its content. If you choose "Yes," the system opens your previously saved ePTE for the primary FS. You do not want to make changes to this record. To enter a new ePTE for a different FS, choose "No" to return to the Entry Form screen. Make sure both the new FS Name and Area fields have been entered correctly.

• Week Begin Date – Enter the date of the Sunday for the work week of this ePTE. Use the format shown in the example with two digits for month and day (so use leading zeros as needed) and a four digit year. The slash in the display which separates the month/day/year entries is already there so you don't need to enter it—just enter the numbers.
• RTI Project ID – The main project number and task number are displayed. Tab through these fields to prepare an ePTE for this number. If you need to submit an ePTE for a different project number or a different task number, press delete to remove the current number and then carefully enter the correct project number and task number. Entering incorrect project or task numbers causes problems and may delay your payment.
• Travel Status – After the RTI Project ID fields, the Travel Status check box is highlighted. Leave the box empty unless your supervisor has indicated you are on travel status. To mark the Travel Status box, press the [Space bar]. To remove a check mark from this box, be sure the field is highlighted with the dotted lines and then press the [Space bar].
• PTE Type – The options available for PTE Type depend on which PTE types you marked on the Default Values Form. You can only choose from the types that are not shaded a light blue. If you need to alter the Default Values Form, see Section 11.5.6, item 10.

For most interviewers working on NSDUH screening and interviewing, Data Collection is the type of ePTE you submit. With the Data Collection button marked, press [Tab] to continue to the next field.

For FIs who also perform counting and listing work, you must indicate which type of ePTE you are submitting. For a Data Collection ePTE, press [Tab] to move to the next field. For a Counting and Listing ePTE, press the right arrow key [] to change from Data Collection to Count and List. Then press [Tab] to continue to the next field.

• Did Not Work – If you did not perform any work during the given reporting period, place a check in this box by pressing the [Space bar]. For accurate reports, it is important for you to submit a Did Not Work ePTE record by marking this box and transmitting that information. See Section 11.5.6, items 6 and 7 for additional details.
• Enter PT&E – Once you have completed all fields, press [Alt] [n] (for Enter PT&E).
• Exit – If you don't want to enter ePTE information now, press [Alt] [x] (for Exit). When you exit in this way, any changes just made to the information displayed are not saved. When you return to the ePTE system, your default values appear.

After indicating you want to exit, a confirmation box appears asking if you are sure you wish to exit. A "Yes" response takes you to the CAI Manager. A "No" response clears the boxes and you remain at the Entry Form.

After identifying an ePTE record on the Entry Form and choosing the Enter PT&E button, you see the Detail Form. This section explains the process of entering information on the ePTE and gives you detailed explanations for the various columns including where to enter certain hours or expenses.

How to Start

First, check that the information at the top of the form is correct. Also make sure that the dates on the left–hand side of the form actually correspond to the work week. If you notice any mistakes, do not enter any information. Exit this form by pressing [Alt] [c] (for Cancel) to return to the Entry Form. Make the necessary corrections to that form, then when everything is correct, press [Alt] [n] (for Enter PT&E) to return to the Detail Form.

How to Move

Within the Detail Form, move from field to field using [Tab], [Shift] [Tab], or any of the arrow keys. The field that is active—that is, if you enter information it appears in that field—is shaded a light orange. On the Detail Form shown to the left, the active field is Sunday, Production. Once you enter an amount in a field, the left and right arrow keys allow you to move among the characters in that field. To continue to the next field, you must press [Tab] or [Enter].

To move from one section of the form to another, you must be on the final space of the first section then press [Tab]. For example, to move from "C -- Time" to "D -- Expense," use [Tab] or the arrow keys to move to the last cell in the Time chart, which is Saturday, Other. Press [Tab] to move to section D, Sunday, Miles Driven. To move back to the "C -- Time" section from the "D -- Expense" section, be in the Sunday, Miles Driven field and then press [Shift] [Tab]. The chart flows in this way:

Time Expenses Advance Repayment Notes Save/Cancel/Print.

Pressing [Tab] again when the Print button is highlighted takes you back to the start of the Time section.

How to Enter

Enter the appropriate values in the chart. The program rounds your entries as needed, and supplies the standard two decimal place value. So, if you enter 2 hours, the program displays 2.00. If you enter 2.2 hours, the program displays 2.25. The program also calculates and displays all totals.

Time should be rounded to quarter hours and recorded in decimal form (two decimal points). Do not record time in minutes. For example, if you had 1 hour and 45 minutes of Contacting and Locating time, you should enter your time as "1.75." If you mistakenly enter your time in minutes, "1.45," the program automatically rounds ".45" to ".50" which would not be correct. You would only get paid for one hour plus an additional half of an hour instead of three quarters of an hour. So be sure to enter your numbers in decimal form rounded to the nearest quarter hour. The table below shows examples of correct and incorrect time entries:

Time Worked	Incorrect Entry	Correct Entry
1 hour and 15 minutes 1 hour and 20 minutes 1 hour and 30 minutes 1 hour and 40 minutes 1 and 3/4 hours	1:15 1:20 1:30 1:40 1:45	1.25 hrs. 1.25 hrs. 1.50 hrs. 1.75 hrs. 1.75 hrs.

What and Where to Enter

Step–by–step instructions for completing an ePTE are provided in this section. An example of a properly completed ePTE is provided in Exhibit 11.2. Please refer to these instructions and the examples as you are completing your reports to be sure you are making all required entries correctly. Because of the flow of the system, we recommend that you complete the Notes section (see step 5 below) as your last step when completing your ePTE.

1. Section B (Production) – Enter the total number of completed interviews (code 70s) each day. Do NOT include completed screening cases. You must record the Case IDs for all completed interviews and all breakoff interviews in the Notes section (see below). Check in the Newton for all your final interview cases (although note that these are not listed with a date). Make sure to keep up with your entries daily on a working copy ePTE so you will know what you completed that day.
2. Section C (Time) – In each column, enter the hours worked each day to the nearest .25 hour. Hours must be entered as decimals and are rounded 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 program totals your entries by row and column. The "Time" columns are defined as follows:
• Training -- Except for training periods, this column is rarely used. However, time spent completing periodic assessments should be included in this column. Also, if you are authorized to spend time doing remedial or additional study, record the time in this column.
• Home Study -- This column is only used for newly hired trainees to record time spent completing introductory home study training materials. During the rest of the year, any time spent on home study work must be approved by your FS and should be reported in the Training column.
• Travel -- Record time spent traveling to, from, and between your assigned segments. (Do not include time spent for meals or errands.)
• Contact/Locate -- 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 callbacks to respondents selected for interviewing. Time spent traveling within the segment also belongs in this column.
• 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 this 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. Note that you must describe any Other activity in the Notes section.
3. Section D (Expenses) – Please read this section carefully. Expenses are claimed on EITHER the ePTE OR the Headway Expense Report, but NOTHING will be reported on both. Please refer to Section 11.6 for details on the Headway Expense Report. Your FS will monitor your expenses very closely and any expense you submit is subject to review. The ePTE program totals your entries by row and column.

The "Expense" columns are defined as follows:

• 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 calculates how much you will receive, based on the number of miles at the established mileage reimbursement rate of $0.360 per mile. Note: This rate is set by the federal government and is subject to change.
• Lodging – Lodging expenses are not reimbursable except while on travel status. Lodging expenses must be submitted on the Headway Expense Report (see Section 11.6). Do NOT record lodging expenses on the ePTE. 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, 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 – All telephone expenses must be submitted on the Headway Expense Report with receipts (regardless of amount). Do NOT record telephone expenses on the ePTE. 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 – Auto rental expenses are not reimbursable except while on travel status. Auto rental expenses must be submitted on the Headway Expense Report. Do NOT record auto rental expenses on the ePTE. Auto rental must be pre–approved by your FS.
• Miscellaneous – All miscellaneous expenses $10.00 and under are recorded on the ePTE. You must explain the expense in the Notes and receipts are not required. Expenses over $10.00 are submitted with receipts on the Headway Expense Report and are NOT reported on the ePTE. You must have FS approval before submitting expenses over $10.00. You must also submit any Receipts for Escort Services with the Headway Expense Report, regardless of the amount (see Section 11.7).

Occasionally you may have several miscellaneous expenses in one day so that each expense is $10.00 and under but the total is over $10.00. All expenses $10.00 and under are reported on the ePTE and do not require a receipt, even if the total for the day is over $10.00. Be sure to explain all miscellaneous expenses in the Notes section.

• Incentive – Record the total incentive payments made to respondents. The incentive column is not included in the total expenses column. If a respondent refused to accept the incentive payment, do NOT include that interview in the incentive column. Instead, you must describe the situation in the Notes section.

4. Advance Repayment – If you have an outstanding travel or incentive advance and need to repay Headway, do not use this box—Headway does not review any information entered here. Instead you must submit a check for the amount you owe. See the memo from Headway which accompanied your advance for detailed instructions.
5. Notes – Type the following in the Notes section and press [Enter] after each item:
• Explanations of all time charges under "Other."
• Case IDs for all interviews completed during the week. Press [Enter] after each ID.
• Case IDs for any Breakoff interviews that occurred and were not subsequently completed during the week. Simply type BRK for Breakoff, then enter the appropriate Case ID. You need not record Breakoffs that result in a completed interview within the same week.
• Record explanations of all Miscellaneous expenses $10.00 and under reported on ePTE.
• An explanation for any case in which the respondent refused to accept the cash incentive.
• The City and State when working on travel status.
• For staff entering ePTE records for Counting and Listing work, record ID numbers of Segments completed during this week.

When to Enter

You MUST record your ePTE information daily on the provided ePTE working copies (see Exhibit 11.3). Record the information daily as you work. Once you have completed your work for the week, transfer the information recorded from your working copy to your ePTE. After you have entered your data for the week and have checked for accuracy, save the information and indicate you are ready to transmit. Once a report is transmitted, you cannot update it.

Remember, you must have your ePTE information entered into the ePTE system and transmitted to RTI before 10:30 p.m. (EST) on Sunday.

When Finished Entering

If you do not wish to keep any changes you have made, press [Alt] [c] (for Cancel). A confirmation box appears asking if you are sure you want to discard the changes made. If no, press [Enter] to stay with the Detail Form. If you are sure you want to cancel, tab to Yes and press [Enter]. The Entry Form reappears. Note: The print function will not be used for NSDUH.

When your information in the Detail Form is complete, press [Alt] [s] (for Save). The "Ready to Transmit" box appears:

If you have not completed the entire week's information for your ePTE, press [Enter] (for No). A box then appears reminding you that since your ePTE is not final, you must finalize and transmit it later. Press [Enter] to close this box and return to the Entry Form where you can either enter another ePTE or exit the system by pressing [Alt] [x].

If you have finalized this ePTE report and wish to send it to RTI during your next transmission, press [Alt] [y] (for Yes). The following box appears:

Answering 'yes' to this question is equivalent to signing your name to a paper document indicating that all information is accurate and complete. Press [Enter] (for Yes) to sign and finalize your ePTE record. During your next transmission to RTI, the record is sent, processed and then forwarded to your FS for approval. Once the record is transmitted you can no longer edit the information. It becomes a read–only record which you can view but you cannot change (see Section 11.5.6, item 4). The system takes you to the Entry Form and you are asked if you want to enter another report. Your answer will depend on whether or not you need to make another entry for the week. For example, if you worked for 2 FSs during the same week or worked on more than one task in the same week, you would need to submit another ePTE and save that ePTE independent of the first one (refer to the first bullet in Section 11.5.3 for further details on changing your FS information).

If you have any doubts about the information that you entered before you certify your information is accurate and correct, tab to No and press [Enter]. The next message box reminds you that your ePTE is not finalized and you should do so at a later time. Press [Enter] to close that message box and you are back at the Entry Form.

The program is sophisticated enough to provide some built in checks to prevent errors when filling out your ePTE. The system displays a message or warning box which identifies the problem and suggestions for resolving the problem. If you encounter a pop–up box, read it carefully. Press [Enter] to close the box and then continue.

The following are possible scenarios that cause an error pop–up message:

1. Begin work week date is in the future or is too far in the past.
2. Begin work week date is not a Sunday.
3. Letters and other characters can't be entered in a numeric field (such as hours worked).
4. Completed interviews must be entered in whole numbers (no decimals).
5. At least one completed interview is entered but there are no notes with the Case ID.
6. Can't work more than 20 hours in a day.

The previous sections provide all the steps necessary to complete a regular ePTE report. This section includes additional system features and focuses on making changes to your ePTE data and your personal information.

1. Editing Hours and Expenses on an untransmitted ePTE record:

You can open and edit any ePTE record in the system as long as the record has not been transmitted to RTI.

• On the Entry Form, key in the exact information as the one you want to edit.
• Press [Alt] [n] (for Enter PT&E) to see the previously completed Detail Form.

You can use this method to update Hours or Expenses or other information in any un–transmitted records. Transmitting to RTI only sends those ePTE records that you specify as "Ready to Transmit" when the records are saved. If you choose not to transmit the record when you save it, you must open it later using this method, then save it with a transmission confirmation in order for RTI to receive the record before 10:30 p.m. on Sunday.

2. Deleting an ePTE Record that hasn't been transmitted:

To delete an un–transmitted ePTE record, key in the exact information on the Entry Form as the one you want to delete. Press [Alt] [e] (for Edit) then [Enter] (for Delete PT&E Record). The system asks whether you really want to delete this record. If you answer yes, the record is removed from the system. Please note that you can only delete records that are not yet transmitted to RTI.

3. Locating Un–transmitted ePTE Records:

As explained above, you can locate and edit an un–transmitted record by providing the exact same information on the Entry Form as the record you want to locate. Sometimes, however, you may not remember the ePTE records that you have previously entered. The Entry Form provides a tool to help you. To find un–transmitted records:

• Press [Alt] [f] (for File) then [u] for Search Un–transmitted ePTE.

The PT&E Entries on File Form (shown on the next page) lists all ePTE entries in the system that have not been transmitted. Use the arrow keys to move up or down in the list until the record you wish to edit is highlighted in blue, then press [Enter]. This takes you back to the Entry Form where the fields are filled with the data from that particular record. Press [Alt] [n] to Enter the Detail Form to make changes to the data associated with that ePTE record.



4. Locating Transmitted ePTE Records:

Use the method from item 3 to view transmitted ePTE records. From the Entry Form, press [Alt] [f] (for File) and [t] for Search Transmitted PT&E to see a list of records that have already been transmitted to RTI. Selecting a record from this screen works the same way as it did with un–transmitted records. Use the arrow keys to highlight in blue the record you wish to edit, then press [Enter]. You can open these records for viewing purposes only. The system displays a pop–up box when you enter the Detail Form reminding you that the record has already been transmitted and asking you if you would like to open it for viewing only. All the fields in the Detail Form are grayed out or read–only, preventing you from making changes. Also, the only available option from the Detail Form is to Cancel, [Alt] [c].

5. Correcting mistakes on an ePTE that has already been transmitted:

Please notify your FS as soon as possible. Your FS may also ask you to contact Headway staff.

6. Completing an ePTE for up to 2 weeks in which you do not work:

On the Entry Form, check the 'Did Not Work' field. Then go to the Detail Form in order to save the record and make it "Ready to Transmit." If you check "Did Not Work" on the Entry Form, you are not able to enter any Hours or Expenses on the Detail Form.

7. Completing a PT&E record for 3 weeks or more in which you do not work:

Do not submit an ePTE record if you will not be working for 3 weeks or more. Instead, your FS must send an e–mail message to Headway indicating the dates you will not be working as well as the reason you will not be working. This may occur in a number of situations, such as when you have finished your assignment and will not be helping in another region for the remainder of the quarter.

8. Loading Default Values:

If you have made changes to the information on the Entry Form and now need to bring your default values back, press [Alt] [t] (for Tools) then [l] (for Load Default Values).

9. Clearing Default Values on the Entry Form:

Occasionally, you may want to clear out all default information displayed on the Entry Form to enter information for a new ePTE record. To do this, press [Alt] [t] (for Tools) then [r] (for Refresh).

10. Changing the Default Values on the Entry Form:

Occasionally, you may need to change the default values that pre–fill when you begin the ePTE program.

• From the Entry Form, press [Alt] [t] (for Tools) and then [v] (for Update Default Values).

The System Default Value Setting Form appears so you can update your personal information. You can make corrections to all values except SSN and RTI ID. If you make updates to your name, address, or phone number a check mark appears in the 'New Name/Address/Phone' field. After you make the updates, press [Alt] [s] (for Save). A pop–up box asks if you would like to transmit this change. If so, answer 'yes' to this pop–up box. The next time you transmit to RTI this update information will be sent to RTI and Headway.

11. Changing your Social Security or RTI ID Number:

These values are the main keys to processing your ePTEs (and getting paid!) and would only be changed under very unusual circumstances. To change them you must acquire a password from your FS. Once you have the password, go to the Entry Form. Press [Alt] [t] (for Tools) and then [i] (for Change ID). The Change RTI ID Form appears:



Enter the updated information and the password, then press [Alt] [o] (for OK). If you have entered this form in error, cancel out by pressing [Alt] [c] (for Cancel).

12. Compact your ePTE Data:

Occasionally, your FS or Tech Support may recommend that you compact your ePTE data to enhance the system performance and prevent system crashes. Compacting data will be scheduled by either your FS or Technical Support and should not be done on your own. When the system is compacting data, please wait until it finishes. Do not perform any other task or turn off your computer as this may cause serious problems.

13. Accessing the Built–In Help Files:

From the Entry Form, press [Alt] [h] and then either [b] for Basic Information or [q] for the list of Frequently Asked Questions. You can scroll down the help window by using the down arrow. Once you have finished reading the help file, close it by pressing [Alt] [F4].

14. Using the Touchpad

By design, this system, and all the NSDUH systems, work fine using the keys. The ePTE system has also been designed to be easy to use with a computer mouse. Your Gateway has a built in Touchpad, which functions like a mouse only can be trickier to use. Although using the Touchpad to complete your ePTEs is acceptable for those of you who prefer this, it is important that you NEVER use the Touchpad during a CAI interview.

The CAI interview program was not designed for use with a Touchpad or a mouse. Using it during a CAI interview causes the answer bar to lose focus so that the answers can no longer be entered with the keypad. This causes confusion for interviewers and respondents. We hear reports of this happening if an FI or a respondent accidentally brush the Touchpad. It is disruptive and problematic.

Just remember to NEVER use a mouse or the Touchpad during CAI!

11.6 Submitting Receipts with Electronic PT&Es

Using the ePTE system to submit your data has many advantages, including increased speed and accuracy of submission. To allow for submission of paper expense receipts in conjunction with the ePTE system, you will use a form called the Headway Expense Report. As discussed earlier, you will record all expenses over $10.00 along with all telephone costs on this form and you must include receipts. Remember, you will document expenses $10.00 and under on the ePTE and not on the paper Headway Expense Report. Every expense will be claimed on EITHER the ePTE OR the Headway Expense Report, but NOTHING will be reported on both of the forms. In other words, you cannot claim the same expense twice. Keeping this in mind, be sure to complete this report carefully, legibly, and completely.

Follow these steps when using the Headway Expense Report shown in Exhibit 11.4 to submit your receipts:

1. Accurately record your FS's area number and name, the project number (including the task number), and the corresponding week beginning date.
2. Date – Enter the dates beside each day of the week on the left side.

3. Completed Interviews – Document all completed interviews on BOTH your ePTE and the Headway Expense Report.
4. Total Expenses – Total your daily expenses by adding the amounts in each of the expense columns. Do not include incentive amounts in this total.
5. Lodging – While on travel status, document all lodging expenses incurred for the corresponding day of the week. Lodging receipts must be attached.
6. Meals – Meal expenses while on travel status are included in the travel per diem and should be documented on your ePTE, NOT on the Headway Expense Report.
7. Telephone – Document project telephone charges as one total charge once you have received your telephone bill. You must 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. Also, while on travel status, document each day any project telephone charges that are incurred and attach the hotel receipt showing the phone charges.
8. Auto Rental – You must be on travel status and have prior approval from your FS in order to be reimbursed for an auto rental. If you receive an OTTO from Headway, you must attach your receipt, but NOT record the amount on this form. If you are on travel status and rent a car through National Car Rental without an OTTO, enter the total amount for the period of time you rented the vehicle. You must attach and submit your receipt for auto rentals to this form.
9. Miscellaneous – Document all miscellaneous expenses over $10.00 for the corresponding day of the week. Record the amount and explain the expense in the Notes section. Receipts for all miscellaneous expenses over $10.00 must be submitted with this form. Remember, expenses over $10.00 are not recorded on your ePTE.
10. Incentives – Incentive amounts will be recorded on your ePTE and NOT on the Headway Expense Report.
11. Notes – Enter notes as required. For example, all miscellaneous expenses must be explained in the Notes section, including Receipt for Escort Services (Section 11.8).
12. When finished, complete the certification area by entering your Social Security Number, ID number, and the date prepared. Sign your name to "...certify that this statement is true, correct, and complete and that the data collected and submitted are truthful."
13. Keep the gold (bottom) copy for your records.
14. Staple all receipts behind the white copy of the form and mail to your supervisor.

11.7 Handling Incentive Advances

You are responsible for paying respondents cash incentives and monitoring your incentive funds on a weekly basis. Once you are given a case assignment, you will be required to sign a 3–part Incentive Advance Agreement (see Exhibit 11.5) stating that you will return the full incentive amount to Headway within 15 days of your date of resignation, termination, inactive status, or completion of Quarter 4 assignment. Headway and your FS each receive a signed copy and you will keep a copy for your records. If you receive an assignment for the next quarter's work, you will not return the advance since you will need it for another quarter. All advances expire in December at the close of data collection for this year.

Since you are required to pay interview respondents in cash, you will be issued an incentive advance from Headway at the beginning of the quarter to cover the incentives. Cash the Headway check and request that it be dispensed in ten and twenty dollar bills. You will pay all respondents from the incentive advance. Each week, you will document on your ePTE all incentives that were paid to respondents. Headway will reimburse you for all incentives paid based on the total amount of incentives entered in Column 16 of your ePTE. As a result, your incentive cash amount will always equal the original amount. When in the field working, you must have sufficient funds with you to pay the respondents on the spot. It is considered a serious violation of project procedures to fail to pay the respondent before leaving the household and is grounds for termination from the project.

Keeping track of incentive advances received, incentive payments made to respondents, and reimbursements from Headway requires careful and detailed records. Use the Incentive Advance Balance Sheet (Exhibit 11.6) to help you keep a record of incentive payments and Headway reimbursements. You will receive a Headway Advance Balance Booklet containing instructions on how to monitor your incentive advance money and also a supply of blank Incentive Advance Balance Sheets.

On your Incentive Advance Balance Sheet, record the following entries each time they occur:

1. receive an incentive cash advance from Headway,
2. submit an ePTE with incentive payment entries,
3. receive a reimbursement from Headway for incentive payments,
4. Headway deducts money from your check to retrieve an outstanding incentive advance,

or

5. you write a personal check to Headway to repay an incentive balance.

This Advance Balance Sheet is very important, and you should use it to keep your incentive advance balance up–to–date.

The Advance Balance Sheet has nine columns. However, since you record four different types of transactions on the Advance Balance Sheet (Headway advances, incentive payments, Headway reimbursements, and personal checks to repay Headway) only certain columns pertain to each type of transaction. The following are instructions on how and when to fill out each column. Please refer to Exhibit 11.6.

Project #	The RTI Project number is 7190–560. The "Project #" column must be filled in for all transactions.
Adv. Amt.	When issued an incentive advance, record the advance amount in this column. When recording incentive payments and incentive advance repayments, disregard this column.
Date of Check	Record the date printed on the Headway incentive advance check in this column.
Check Number	Enter the check number printed on the Headway incentive advance check.
Ded. Type	The "Deduction Type" column should be filled in using the following abbreviations: incentive payments "Inc," incentive advance repayments from expenses "Exp," incentive advance repayments from hours worked "Hrs," or personal checks to repay Headway incentive advances "PC."
Deduction Amount	For incentive payments, enter the total dollar amount of incentive payments for the entire ePTE week under "Deduction Amount." For personal checks to repay Headway, enter the amount of the personal check.
Incentives Paid	For incentive payments, enter the total dollar amount of incentive payments for the entire PTE week under "Incentives Paid." For incentive advance repayments, enter the amount that Headway deducted from your paycheck as shown on the Headway Payroll Detail Report for each category (expenses/hours). For personal checks to repay an incentive advance to Headway, enter the amount of the personal check.
PTE Date	Enter the date of the corresponding ePTE where you reported incentive payments, Headway reimbursement, or the date of the ePTE that Headway deducted the amount for the incentive advance repayment.
Current Balance	For an incentive deduction, subtract the "Incentives Paid" from the previous balance to calculate the "Current Balance." For an incentive advance reimbursement, add the amount of the reimbursement to the previous balance and record in this column. Record the "Current Balance" on your balance sheet for each transaction.

The first type of transaction you will record on your Incentive Advance Balance Sheet is your initial incentive advance from Headway. You enter the "Project number," "Advance Amount," "Date of Check," "Check Number," and "Current Balance." Refer to the first entry on Exhibit 11.6 for an example.

Your next several transactions will be incentive payments for each ePTE week. After filling out your ePTE for the week, find the total amount of incentives paid. Record the "Project number," deduction "Type" as "Inc," the total dollar amount of incentives paid in Column 16 of your ePTE for the "PTE Date," corresponding to the "Week beginning Sunday" date on your ePTE, and then calculate your "Current Balance."

The next transaction on the Incentive Advance Sheet will be the reimbursement from Headway for used incentive funds. Refer to the third entry on Exhibit 11.6 as an example. For each PTE week, you will enter the "Project number," "PTE Date," and the "Amount Reimbursed" from Headway, which can be found in Column 11 of your Headway Payroll Detail Report. The reimbursement amount and the previous current balance entry should total together to equal a "Current Balance" of your initial advance amount at all times.

The last type of entry shown on Exhibit 11.6 is for a personal check written by the FI to Headway to repay his/her incentive advance balance. You will enter the "Project number," "Date of Check," "Check Number," and "Incentives Paid." And, the current balance should equal $0.

Should you resign or be terminated from the project, the outstanding incentive balance is due within 15 days. Also note that any interviewer placed on inactive status for 30 days or more (due to completion of assignments or other circumstances such as illness) is expected to repay the advance in full within 15 days of the status change. If necessary, send a check (made out to Headway) for the outstanding incentive balance to your FS who will notify Headway and then forward your payment.

Once advance balances are overdue, Headway is authorized to deduct from 100% of all expenses and up to 70% of gross wages to reconcile the advance amount. If Headway receives a check for an expired incentive advance after the 15 day time period has passed, they will:

1. Deposit the check if they had not been able to recoup the advance from payroll
2. Deposit the check and reimburse the employee a portion if there was money left over after recouping the advance
3. Return the check to the employee if they had already reconciled the advance balance.

11.8 Escorts

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 with the Headway Expense Report form. This payment must be entered on the Headway Expense Report in the "Miscellaneous Expenses" column and then explained in the "Notes" section. You will only enter escort costs on the paper Headway Expense Report form and not on your ePTE. Give the gold copy of the Receipt for Escort Services Form to the escort. Send the original, yellow, and pink copies to your FS with your Headway Expense Report (see Section 11.6). An example of a completed receipt is shown in Exhibit 11.7.

Exhibit 11.7 Completed Receipt for Escort Services

11.9 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:

• Place materials in a package suitable for shipping via FedEx. Your local FedEx office can provide you with boxes and envelopes free of charge if you need them.
• Complete Section 1 of the pre–printed FedEx airbill that will be provided to you at training or by your FS (see Exhibit 11.8). It is especially important that you use one of the pre–printed FedEx airbills provided. That way you only need to add your name and address and the rest is ready. If you need additional airbills, contact your FS to arrange for an additional supply to be sent to you.
• In Section 7 on the FedEx airbill where it asks for the total declared value, enter $100.
• Keep the top copy of the airbill which says "Sender's Copy" so you have a record of the Tracking Number at the top of the airbill. RTI staff need this number to track the package if it is not delivered on time.
• Place the completed FedEx airbill in one of the provided plastic pouches.
• Peel off the adhesive backing and affix the pouch to the package.
• Take the completed package to your local Federal Express office, a FedEx drop–off location, or call FedEx to arrange for it to be picked up (1–800–GOFEDEX).

11.10 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."

11.11 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 ______________).

11.12 FI Referrals

Staffing a national study as large as NSDUH 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.

NSDUH 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.

11.13 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 11.9. This document explains the current procedures for traveling FI assignments for the NSDUH.

While on travel status, you may be issued a travel advance. Just like the incentive advance, you are responsible for monitoring all funds issued for the purpose of travel. You are required to complete a travel advance balance sheet to track all expenses incurred throughout your travel dates.

The Travel Advance Balance Sheet has nine columns (see Exhibit 11.10). The following are instructions on how to fill out each column.

Project #	The RTI Project number is 7190–560. The "Project #" column must be filled in for all transactions.
Adv. Amt.	When issued a travel advance, record the advance amount in this column.
Date of Check	Record the date printed on the Headway travel advance check in this column.
Check Number	Enter the check number printed on the Headway travel advance check.
Ded. Type	The "Deduction Type" column should be filled in using the following abbreviations: travel advance repayments from expenses "Exp," travel advance repayments from hours worked "Hrs," or personal checks to repay Headway travel advances "PC."
Ded. Amount	Enter the total amount of expenses incurred throughout each PTE week of travel.
PTE Date	Enter the "Week beginning Sunday" date of the week that travel expenses were incurred.
Current Balance	For a travel advance, add the amount of total expenses and subtract from the initial travel advance amount. This will leave the current balance owed to Headway.

The first type of transaction you will record on your travel advance balance sheet is your initial travel advance from Headway. You will enter the "Project number," "Adv. Amount," "Travel Dates," "Date of Check," "Check Number," and "Current Balance." Refer to the first entry on Exhibit 11.10 for an example.

Your next transaction will be deduction amounts for each PTE week during your travel dates. At the end of the PTE week, you will total all expenses incurred during the "Week beginning Sunday" date of travel, and include it on your travel advance sheet. Enter the "Project number," "Ded. Type," "Deduction Amount," and the "PTE Date" of which the expense was incurred. Then subtract the "Ded. Amount" from the initial "Adv. Amount" to obtain the "Current Balance." Refer to the second entry on Exhibit 11.10.

The last transaction you will record on your travel advance balance sheet is the personal check from the FI to Headway to repay the total amount of the travel advance. Refer to the last entry on Exhibit 11.10. Record the "Project number," "Date of Check, "Check Number," "Ded. Type," "Deduction Amount," and calculate the "Current Balance." After the FI sends the personal check to the FS for submission to Headway, the "Current Balance" should equal to $0.

NOTE: All travel advances expire upon completion of the end travel date. FIs must send a check (made out to Headway) to their FS for submission to Headway for any remaining balance within 14 days.

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.

• 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 ePTE report each week.
• The weekly time on your ePTE 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.

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 ePTE?
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 ePTE?

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 an ePTE?

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