Fast Facts 2010 April
April 2010 Fast Facts
1. Graduation: Congratulations to the Class of 2010! Remember that you will not receive money or support from the Navy until you check into your first duty station. Please plan accordingly. Please visit our website for information regarding Coming on Active Duty.
http://www.med.navy.mil/sites/navmedmpte/accessions/Pages/ComingOnActiveDuty.aspx
2. Maintain Open Communication: Please notify us immediately of any changes to your health or academic status. Waiting to inform us will only delay our ability to provide guidance, information and assistance.
Reminders:
1. Reimbursements: All reimbursement claims should contain the following materials:
1) A completed and signed SF1164 form
2) Proper receipts and or proof of purchase/payment
3) A signed Dean's certificate (required for all reimbursements except required exams such as the USMLE and COMLEX)
For assistance and information on completing a reimbursement, please visit our website at http://www.med.navy.mil/sites/navmedmpte/accessions/Pages/HSPSFAPBookandEquipmentReimbursment.aspx
2. Taxes: Sales tax is no longer reimbursable by the HPSP. U.S Tax Exemption form SF-1094 was established for purchases made by the Government. Complete the form and present it to the vendor prior to your purchase of books and equipment for HPSP. It is up to the vendor whether or not to accept it. To obtain the form as well as more information use the following link:
http://www.med.navy.mil/sites/navmedmpte/accessions/Pages/HSPSFAPBookandEquipmentReimbursment.aspx
3. Required Fees: For the past year, the Accessions Office has been reviewing all fees associated with tuition payments, ensuring compliance with the "Educational Support Agreement” (ESA) the Navy has with each school. In a number of cases, fees were denied payment if they were not directly associated with the course of study. After review of this practice, it has been decided that all mandatory fees regardless of the ESA will be paid. Optional courses and optional fees (such as recreational ticket purchases) will NOT be paid. This practice was implemented in February 2010. If students have tuition fees that they paid and they believe are eligible for reimbursement, please submit a request for reimbursement using the same process that is used for reimbursement of books and supplies.
4. Working to serve you better: Expect your recruiter to call you and have contact with you on a monthly basis by email or phone, and in-person once a quarter. This should not interfere with your studies or cause you undue stress. Recruiting Command has assured us that these meetings will be convenient (meeting for coffee at your school for example). This change was made because of students’ requests to have more contact with the Navy and maintain a stronger relationship between the recruiter and the student.
Travel:
1. Requesting Travel or School Orders: You must fill out the Annual Training Request Form and return it to us at OH@med.navy.mil. Annual Training Request Forms can be found on our website:
http://www.med.navy.mil/sites/navmedmpte/accessions/Pages/HPSPandFAPAnnualTraining.aspx
Note: You must have travel orders in hand BEFORE you leave for your destination. If you do not have your travel orders one week before your travel date, please contact OH@med.navy.mil. Having orders in hand one week prior to departure is a good practice, so that a thorough review of them can be made. If modifications are required, there is time to make them. Please be aware that no one is in the office on the weekends, so please plan accordingly.
2. Planning for Travel: Plan ahead for your Travel Annual Training by having enough money or credit to cover your expenses. Although you will be reimbursed, it will not be immediately, and you will need to pay up front for items such as your rental car, food and housing. You can request PSD Bethesda to advance you per-diem and expenses 10 days prior to your annual training orders travel date. Please contact the Travel Section at least two weeks prior to your travel if you would like to request the advance at OH@med.navy.mil.
3. Annual Training and Clerkships:
As the spring and summer occur, more students will be performing their annual training. Some of you will attend Officer Development School (ODS) while others will be training at Naval facilities throughout the United States. Annual training, including clerkship, cannot cross over to the next fiscal year. Thus, annual training must end by Sept 30th or begin after Oct 1st. This means that the latest one can apply for a clerkship in the month of September would be Sep 1st (clerkships are for 28 days). The earliest one can request a start date, for the month of October, would be Oct 2nd (you will be traveling Oct 1st).
While on travel, save your receipts, and make sure they state that you have paid the charges. Failure to get clear and accurate receipts will cost YOU and slow the processing of your travel claim. Gas for rental cars is reimbursed, but must be consistent with the miles traveled for official duty only. This means that you may turn in gas receipts used for driving in between the BOQ and your training site, but you should not turn in gas receipts used for personal reasons (like going out to see a new location you have never been to). By all means enjoy the training and the area, but do not charge the Navy the cost of seeing the town. The rental cars may come with unlimited miles but the Navy does not have unlimited resources for gas reimbursement.
Dry cleaning is authorized at the training site only ($2 per day after the first 7 days) so do not take the dirty uniforms home to have them cleaned and send in the receipt. We will not reimburse it.
After Completion of Travel: You must complete a travel claim within five working days after return from official travel. Why? Because the orders have accounting obligations assigned to them that must be balanced by the accounting staff that support HPSP. This year we are going to be counting our pennies and will need to reassign any unused monies. If you need assistance, please visit:
http://www.med.navy.mil/sites/navmedmpte/accessions/Pages/HowtoSubmitaTravelClaim.aspx
Enjoy your training!
Military Etiquette: Chief’s Corner
From the desk of Chief Lacson (A Senior Enlisted Leader, who has been in the Navy for 19 years) and wants to assist you in your successful journey as a Naval Officer in the U.S. Navy.
1. Military Courtesy: Behavior marked by polished manners, gallantry, or social usage. Military courtesy applies to both seniors and juniors.
2. The Navy Core Values: The basic principles of the Navy that you will need to take to heart, because they will guide you on your journey to success in your naval career. The Navy's Core Values are Honor, Courage and Commitment.
HONOR: “I will bear true faith and allegiance ...”; Accordingly, we will: Conduct ourselves in the highest ethical manner in all relationships with peers, superiors and subordinates; Be honest and truthful in our dealings with each other, and with those outside the Navy; Be willing to make honest recommendations and accept those of junior personnel; Encourage new ideas and deliver the bad news, even when it is unpopular; Abide by an uncompromising code of integrity, taking responsibility for our actions and keeping our word; Fulfill or exceed our legal and ethical responsibilities in our public and personal lives twenty-four hours a day. Illegal or improper behavior or even the appearance of such behavior will not be tolerated. We are accountable for our professional and personal behavior. We will be mindful of the privilege to serve our fellow Americans.
COURAGE: “I will support and defend..”; Accordingly, we will have: Courage to meet the demands of our profession and the mission when it is hazardous, demanding, or otherwise difficult; Make decisions in the best interest of the navy and the nation, without regard to personal consequences; Meet these challenges while adhering to a higher standard of personal conduct and decency; Be loyal to our nation, ensuring the resources entrusted to us are used in an honest, careful, and efficient way. Courage is the value that gives us the moral and mental strength to do what is right, even in the face of personal or professional adversity.
COMMITMENT: “I will obey the orders ...;” Accordingly, we will: Demand respect up and down the chain of command; Care for the safety, professional, personal and spiritual well-being of our people; Show respect toward all people without regard to race, religion, or gender; Treat each individual with human dignity; Be committed to positive change and constant improvement; Exhibit the highest degree of moral character, technical excellence, quality and competence in what we have been trained to do. The day-to-day duty of every Navy man and woman is to work together as a team to improve the quality of our work, our people and ourselves.
Email Etiquette
1. E-mail and Professionalism: As you continue in your career it will be important to present a professional image both physically and on paper. Your e-mail address will be used extensively and you will be judged on the basis of your address. Addresses which are sayings, puns or statements do not give a professional image. For example, would you go to someone whose e-mail was "drstupid@gmail.com?" Work on your professional image and use a professional sounding e-mail address.
2. Email Etiquette: The e-mail system used by the Accessions Department is limited to a maximum of 5 MB of attachments total per e-mail. Larger cumulative attachment totals may crash the system and will likely be deleted. Please use the lowest resolution for any attached scans and use several e-mails with appropriately sized attachments to send your larger submissions. When scanning the document, one way to keep the scan’s file size small is to set your scanner to "black and white" instead of color, and set the resolution (usually measured in dots per inch) to 400 DPI. Sometimes your scanner will have presets for scanning different types of materials, if so, choose one like "letter" as opposed to "photo." Lastly, set the file output type as a “.PDF" or "Acrobat" file, as opposed to a ".jpg" file. By following these steps, you can insure that even a large, multi-page scan will result in a .PDF file that is well under 5 MB, and will email reliably.
3. Correspondence: Emails are easily forwarded, usually interpreted more harshly than intended and can impact your future. Please be respectful and appropriate in all your correspondence. You never know where it may end up.
Has your contact information changed?
Update your information: The best way to ensure you are not missing important e-mail information is to keep us up-to-date on your current e-mail address, home address, and phone numbers. You won't get your Leave and Earnings Statement (LES) if you change your address and don't tell us about it. If your e-mail changes, let us know at OH@med.navy.mil.
Check your email system’s "spam box." Our emails may be filtered and not reach you. Also, please empty your mail box periodically to ensure that you receive new e-mails.
Remember that e-mail communication is the lifeline we use to inform you of changes, requirements and important information about your future careers. Don’t be the only one who is not informed.
Questions?
1. Correspondence: OH@med.navy.mil is the best way to send documents or ask questions. Please limit yourself to one question area per e-mail. Multiple questions about multiple areas cannot be copied and sent to knowledgeable individuals in the e-mail system we use. When you send an e-mail to OH@med.navy.mil, there is nothing to connect it to any previous message. Please be sure to include identifying information for each question, such as your full name, date sent, reimbursement items in question, date and place of travel, etc. Without this information, your answer will be delayed. Always use OH@med.navy.mil to send in program questions and attachments. Staff go on vacations for up to several weeks at a time and email sent to them directly will not be answered until they return. Using OH@med.navy.mil ensures someone will respond.
2. Student Handbook: It is VERY important that you read it thoroughly. The handbook is the official policy guide for students and we update it every year. We will be updating the student handbook this June, but until then the current handbook may be found at: http://www.med.navy.mil/sites/navmedmpte/accessions/Documents/NAVMEDMPTEINST%201520%201C%20STUDENT%20PROGRAM%20HANDBOOK.pdf
If you find any directions in the handbook incomplete or confusing, let us know. We can make changes for the next version.
3. Website: Please familiarize yourself with the website, as it contains all the forms, directions and information you will need while in the HPSP program. Information on the website is updated more frequently than the handbook, so check for your answers there first. The website address is:
http://www.med.navy.mil/sites/navmedmpte/accessions/Pages/default.aspx
We are always considering ways to improve it and welcome your suggestions.
3. How to reach us: Included in every Fast Facts is an updated list of individual points of contact with e-mail and phone numbers. While we prefer the use of OH@med.navy.mil because it is independent of any one person being in the office, you may certainly call directly. We will do our best to return your call within 2 working days. If you leave a voicemail and do not receive a call back within 2 working days, send an e-mail to OH with “Escalate” in the subject. Your questions will be addressed from there.
Points of Contact for MDAD
Program Manager Dr. Yerkes 301-295-9950
Student Affairs LCDR Sanchez 301-295-1217
Bursar Chief Lacson 301-319-
Registrar Mrs. Smith 301-319-4526
Systems Mr. Hughes
YN2 Moore
YNSN Ransom
YNSN Small 301-319-4529
301-295-3042
301-319-4534
301-319-4532
Tuition Mr. Woodard
HM1 Castillo
HM1 Gilland
HM2 Cuenca 301-295-9977
301-319-4539
301-295-2065
301-295-5315
Travel
Mr. Green
Ms. Elliott
Ms. Mathis
Ms. Fundersburg 301-319-4538
301-319-4540
301-319-4542
301-295-9978
Books and Equipment Reimbursements Mr. Washirapunya
301-319- 4527
Travel/Reimbursement Fax 301-295-1811
Professional Affairs Mr. Pelot
(Medical Students)
Mrs. Sampson
(Dental Students,
MSC Students)
301-319-4517
301-295-1594
Medical Records
Medical Records Fax HM3 Copeland
HM2 Hulsey 301-295-3772
301-295-5954
