2002 NSDUH Field Interviewer Manual

List of Appendices

Appendix A: Instructions for Completing Paper PT&Es

As explained in Section 11.4, 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 case of computer or system problems, you may not be able to access the ePTE system so your FS may instruct you to prepare a paper PT&E. Also, if a submitted ePTE is found to contain errors, a corrected paper PT&E report must be submitted.

What to Record on a PT&E Report

Step-by-step instructions for completing a paper PT&E report are provided in this appendix. An example of a properly completed PT&E Report is provided in Exhibit A.1. Please refer to these instructions and the example as you are completing your paper PT&Es to be sure you are making all required entries correctly.

Exhibit A.1 Properly Completed Paper PT&E

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.

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.

RTI Project/Task No. -- Enter the project number and the task number-7190-460 for NSDUH data collection.

FS Information -- Enter your FS's Area Number and your FS's name.

Travel Status -- DO NOT mark the travel status box unless instructed to by your FS.

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.

Section A (Date) -- This section identifies the days by date over a one-week reporting period. Enter the corresponding date for each day shown.

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.

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.

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 $0.345 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. Note that parking tickets, traffic tickets, and other fines are not reimbursable expenses.

Incentives -- 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 incetive payment, do NOT includes that interview in the incentive column. Instead, you must desctibe the situation in the Notes section.

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 11.8). Explain all miscellaneous expenses in the Notes section.

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.

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.

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. You need not record Breakoffs that result in a completed interview within the same week.
–	Explanations for any case in which the respondent refused to accept the cash incentive.
–	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.

"Advance Repayment" Box -- If you have an outstanding travel or incentive advance and need to repay Headway, do not use this box. Instead you must send Headway a check for the amount you owe. For detailed instructions, see the memo from Headway which accompanied your advance.

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.

Exhibit A.2 contains the "10 Step Plan for Completing the PT&E." This tool will help you in completing a paper PT&E. Refer back to the detailed instructions in this appendix for specific questions not covered in the 10 Step Plan. Consult your FS as needed.

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.

Exhibit A.2 10-Step Plan for Completing the PT&E

10-STEP PLAN FOR COMPLETING THE PT&E

STEP 1: Fill in the correct project number, the date of the Sunday beginning the week, and your FS Area and FS Name. In Column A, fill in the date for each day of the week.

STEP 2: Calculate the total amount of time you worked each day from the time you left home until you returned home. Then subtract the time you spent on break. Add any time you spent transmitting or on conference calls. This is your total time worked. Write this total in the shaded column 1 for that day. Remember to round up or down to the nearest quarter-hour.

3:00 PM to 9:30 PM = 6.50 minus 30 minutes (dinner) plus 15 minutes (transmitting) = 6.25

STEP 3: Calculate the amount of time you spent traveling by looking at your starting and ending times for each part of the trip. Write this total in column 3.

STEP 4: Indicate the total time (if any) spent interviewing that day in column 5. Make sure also to indicate the number of interviews that day in column B and to write in the Case IDs in column B-1.

STEP 5: Indicate any other time spent transmitting or on conference calls with your FS or Tech Support in the appropriate column: conference (7) or other (8). Explain any Other time in the Notes section as well.

STEP 6: Add up all of the time you've indicated so far and subtract this from the total time you calculated in Step 2. Any remaining time is considered "contacting and locating" and is indicated in column 4.

STEP 7: Using the odometer readings that you wrote down when you left home and when you returned (deducting any personal side trips), indicate your total mileage in column 9.

STEP 8: Record each day's project-related expenses in the appropriate columns (11 through 15). Total each day's row and record in column 10. Attach receipts for all items over $10.00.

STEP 9: Total all of your columns down and double-check that you have also correctly added across and that the subtotals equal the totals in the shaded columns. Every column and row needs to be accurately calculated and re-checked-adding down and across to your left.

STEP 10: Complete the information in the name and address section and sign the form with a ball-point pen verifying that the information is correct.

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 and Interview Payment Receipts when mailing your paper PT&E.

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.

Common Errors

The following are examples of common-and careless-errors found on paper PT&Es:

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:

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.

1.50 hrs.

1.75 hrs.

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.

This page was last updated on May 16, 2008.

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