May 2012

Table of Contents

Procurement Services

Fiscal Year-End Processing

To facilitate payment this fiscal year, all invoices, revenue refund vouchers and travel reimbursements must be submitted to Procurement Services by 4:30 p.m., on June 15. We will do our best to process all invoices that are delivered within this timeframe. Departments are responsible for monitoring their accounts to ensure that necessary payments have been processed. Receiving may be entered into Banner until 2:30 p.m., June 29 and if the invoice is posted and matches properly with the receiving, the expense should hit your index this fiscal year. Receiving should not be completed until July for any payments that are to be expensed in FY13. Journal Vouchers (JV) can be processed until 5:00 p.m., on June 29, providing all approvals have been completed. All BOA Visa purchasing transactions posted from May 16 to June 15, 2012 will be posted in Banner this fiscal year provided the index code associated with the cardholder’s P-card is not frozen. All purchase transactions submitted to BOA Visa after June 15, 2012 will be paid next fiscal year. Other deadline dates that affect FY12 processing: June 26 is the last day to process changes to purchase orders in eVA. June 28 is the last day to process purchase orders in eVA. If you have any questions regarding fiscal year-end processing for Accounts Payable, please call Jamie Holcomb, 628-2877; or for Travel and Reimbursement Services, please call David Zoll, 628-2886. If you have any questions regarding year-end purchase processing or P-card expenses, please call Betty Lowther, 828-5954.

Journal Vouchers (JV) can be processed until 5:00 p.m., on June 29, providing all approvals have been completed.

All BOA Visa purchasing transactions posted from May 16 to June 15, 2012 will be posted in Banner this fiscal year provided the index code associated with the cardholder’s P-card is not frozen. All purchase transactions submitted to BOA Visa after June 15, 2012 will be paid next fiscal year.

Other deadline dates that affect FY12 processing: June 26 is the last day to process changes to purchase orders in eVA. June 28 is the last day to process purchase orders in eVA.

If you have any questions regarding fiscal year-end processing for Accounts Payable, please call Jamie Holcomb, 628-2877; or for Travel and Reimbursement Services, please call David Zoll, 628-2886. If you have any questions regarding year-end purchase processing or P-card expenses, please call Betty Lowther, 828-5954.


Procurement Services Travel Open Forum

You are invited to attend one of Procurement Services upcoming Travel Open Forums. One session will be held on each campus. Specific dates, times, and locations are as follows:

Tuesday, May 22, 2012 - MCV Campus, Larrick Student Center, Court End Ballroom from 9:00 a.m. to 11:00 a.m.

Thursday, May 24, 2012 - Monroe Park Campus, University Student Commons, Richmond Salon I-II from 9:00 a.m. to 11:00 a.m.

Representatives from Procurement Services will present various travel topics and answer questions from attendants.


Supplier Diversity Policy Statement

On April 20, 2012 the Secretary of Administration sent a memo to all Executive Branch Agency Heads stating the following:

Small and diverse businesses drive our economy and contribute to the fabric of our local communities, our Commonwealth, and our nation. Fostering an environment for entrepreneurial, high-growth companies to succeed leads to job creation for Virginians. Supporting small and diverse businesses is a vital component of that effort.

As our economic base expands, it is imperative that we foster an inclusive procurement environment that creates the broadest opportunity to compete in all vendor sectors. The business relationships that are forged from that expanded opportunity can provide value both to the Commonwealth and to the business owners without the relaxation of current purchasing policies and procedures. Competitive opportunities for small and diverse businesses must only be awarded on merit and demonstrated performance, and potential for success. Small and diverse businesses across Virginia have demonstrated that, when given the opportunity to compete, they will and perform on their own merit.

Further, the Commonwealth recognizes that there are many advantages to maintaining and fostering competition in the supply of goods and services, and believes that such competition can and should be accomplished without granting preferences based on race and/or gender. A robust supplier diversity program stimulates competition as it increases the number of qualified enterprises in the vendor pool—lowering costs and providing better service for all.

The Commonwealth’s Supplier Diversity objectives are to:

  • Actively, routinely, and directly seek out qualified small and diverse business enterprises that can provide price competitive and high-quality commodities and services.
  • Ensure that small and diverse businesses enterprises are fully aware of the requirements to participate in the Commonwealth’s procurement opportunities.
  • Identify commodities and services in which small and diverse businesses are the most competitive and publish such procurement opportunities with extended advance notice.
  • Encourage large suppliers to actively mentor and partner with small and diverse businesses.
  • Engage and partner with supplier diversity advocacy groups, nonprofits, trade associations, and other state and federal agencies to assist in the development and competitiveness of small and diverse businesses through instructional and outreach activities.
  • Ensure that procurement professionals involved in the selection, evaluation and/or approval of vendors and contractors share the responsibility for the practices stated in this policy.
  • Aggressively identify and remove barriers to entry for small and diverse firms.

Central Email Lists

There are numerous central email accounts managed by Procurement Services. Departments are encouraged to use these central email addresses for the purposes described below. If you send an email to a central account you should not also email or copy an individual in that area. These accounts were set up to ensure emails are received in the appropriate area to respond to your requirements.

contracts@vcu.edu

  • Used when a department has a contract or an agreement from a vendor that requires signature. See Section entitled “Contracts/Agreements Requiring Signature” at
    A – Z Policies & Procedures Manual

corpcard@vcu.edu

  • Used if a department receives an original vendor invoice. The department may scan and email it to Procurement Services rather than sending it through campus mail. See directions located at:
    http://www.ts.vcu.edu/askit/2918.html

evapurch@vcu.edu
Used if a department needs to have any of the following changes made:

  • Terminated from employment – Another eVA user can be designated for custodial access to this person’s account.
  • Changes roles within a department – Please be aware that switching from an approver role to a receiver role must be a permanent change and no temporary changes will be allowed.
  • Transfers to a different department within the University – Another eVA user can be designated for custodial access to this person’s account.
  • Changes to physical location (delivery address) – This address is defaulted to each person’s eVA access

vendinfo@vcu.edu

  • Used to send W9's if a vendor needs to be created in Banner.

This information has been added to the "About Us" section of our website at:
Department Fax Numbers & Centralized Email Addresses


Procurement Services Classes

The Office of Procurement Services offers many different classroom and online training opportunities. A full list and brief description of each class can be found the Procurement Services website under Training and Support Services.

To register for available classroom classes, go to http://training.vcu.edu/. Choose "Office of Procurement Services” under "Sponsor". Select the appropriate class and follow the instructions to register. Please note: Registrants are encouraged to keep an eye on their e-mail in the week preceding a class. Low registration numbers will result in a class cancellation.

To access classes available on Black Board, go to http://blackboard.vcu.edu/ using your VCU eID and password and click on the “Courses” tab in the top row. Search by the class title.


Business Meal Calculator Requirements

As a result of the April Procurement Services Open Forums, it has been determined that the business meal calculator (BMC) will no longer be a mandatory requirement for travel reimbursement or purchasing documentation. This change was made to remove redundancy from the approval process. Use of the BMC is still suggested by Procurement Services and departments may choose to uphold more strict requirements for BMC utilization. If you have questions regarding this change, please contact David Zoll, Travel and Reimbursement Services Manager, at dzoll@vcu.edu or 628-2886.


Travel Matrix - Required Documentation for Travel Expenses

Travel and Reimbursement Services has created a new page on our website dedicated to outlining the documentation required for travel and food expenses. This page, located in our FAQs section, covers why documentation is needed, specific documentation required for each expense type, and definitions of terms for each form of documentation. This page also contains a visual representation of required documentation in our Travel Matrix. If you have questions regarding this information, please contact David Zoll, Travel and Reimbursement Services Manager, at dzoll@vcu.edu or 628-2886.


Clarifying Travel Documentation - Boarding Passes & 60 Day Memo

Boarding passes are often submitted with travel and food expense reimbursement vouchers (T&FERV) to document class of service (coach, business, etc) and trip itinerary (departure and arrival dates, times and locations). While boarding passes satisfy these documentation requirements, other documents, such as your final electronic confirmation page also satisfy the same requirements. Boarding passes are not a mandatory requirement for reimbursement if alternate documentation is provided.

Travel and Reimbursement Services no longer requires a corrective action plan memo for T&FERVs submitted 60 days after the last day of travel. It is in travelers’ best interests to submit their T&FERV as soon as possible after the trip to avoid delay in the reimbursement process. In all instances the traveler should have the T&FERV submitted to their supervisor within 60 days after completion of the trip in accordance with the university’s accountable plan. If you have questions regarding these policies, please contact David Zoll, Travel and Reimbursement Services Manager, at dzoll@vcu.edu or 628-2886.


Mileage for Personally Owned Vehicles

VCU Travel Policy states that:

Employees are permitted to use their personally owned automobile when a State-owned vehicle or Enterprise contract vehicle is not available, or when the use of a personally owned vehicle is cost-beneficial to the University. Employees electing to use their personal vehicle as a matter of convenience will be reimbursed for mileage at the lesser rate.

VCU travelers have the option of providing a cost justification if they feel that the use of their personal vehicle is more cost-beneficial than renting a vehicle for trips of 150 miles or more per day. This justification must demonstrate that costs associated with obtaining a rental vehicle are greater than costs associated with reimbursement for mileage at the current IRS rate of $0.555 rate. For example, if a traveler plans on driving 200 miles in one day, they must demonstrate that the cost of a rental vehicle and associated expenses (such as fuel and administrative time required to obtain the rental) will exceed $111.00 (or 200 miles x $0.555/mile). Travelers will be reimbursed at the lower mileage rate of $0.246/mile if it is clear that a personal vehicle is being selected for convenience, a cost justification is not submitted, or the traveler is unable to justify that a personal vehicle is more cost effective. If you have questions regarding this policy, please contact David Zoll, Travel and Reimbursement Services Manager, at dzoll@vcu.edu or 628-2886.


Hotel Focus

The information that follows is promotional material provided by one of our preferred lodging vendors. The vendors listed in this Hotel Focus section have agreed to VCU pricing that is either at or below CONUS rates. Information from all of our Preferred Lodging Vendors is listed on the Procurement and Payment website.

The One Bed and Breakfast
Historic charm with all the comforts of home
1 N Boulevard
Richmond VA 23220
www.theonebandb.com
804-359-1211

Enjoy all of the comforts of home on Richmond's historic Boulevard. In the heart of Richmond's Historic Museum and Fan Districts and only a few blocks from the Virginia Commonwealth University Monroe Campus, The One is surrounded by some of the cities greatest attractions all within walking distance!

As a small, woman owned business; The One is SWaM certified and a registered eVA supplier. When utilizing a VCU purchase order, The One offers the state allowed per diem of $112.00 on weekdays, to include Sunday.

Built in 1914, The One is a unique property located at the corner of Boulevard and Main Street, rich in history and charm. Enjoy the porches, walk to a wide variety of local dining and entertainment options or enjoy strolling the boutiques of Carytown. The One promises to be an enjoyable experience!!

All-inclusive amenities at include:

  • Each suite features a luxurious king size bed, bathrobes, and a private bath
  • Media services include TV w/cable and Wi-Fi
  • Continental Breakfast – fresh fruit, pastries, cereal, yogurt, juices, coffee, tea
  • Snacks and Refreshments – sodas, afternoon snacks, wine, beer
  • Private key pad secure entrance for ease of entry and departure
  • Off street parking available

Enjoy all of these extra amenities that are included in your stay at The One! Please feel free to contact the Innkeepers at The One, Sean and Polly Brooks to learn more, (804) 359-1211 or visit them on the web at www.theonebandb.com.

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Controller's Office

ePrint Maintenance Downtime

Starting in May, the ePrint production server will be taken down for routine maintenance from 1PM -2PM on the third Wednesday of each month. ePrint reports will not be assessable during this time. Please plan your schedule accordingly.


Year End Closed Schedule

The FY12 year-end close schedule is posted on the controller’s web site at: http://www.controller.vcu.edu/finreporting/yrendschedule.pdf. If you have any questions, please call the Banner Finance Help Line at 828-0388.

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Production and Business Services

Upcoming Changes to the University Stationery Contract

As we approach the fiscal year end, the university has the opportunity to review its stationery contract and make changes and upgrades to the ordering system.

Plans include a new process where orders placed through the eCatalog will immediately go into production and bypass the proofing process, offering a quicker turn time. All orders will be able to go through the online system, which will be upgraded to include a more flexible template to accommodate orders that have traditionally used typesetting services. With these upcoming changes, the current typesetting services for stationery items will no longer be offered.

Also on the horizon, the launch of the university's new branding campaign will provide an opportunity to update the look of the stationery design.

Please be on the lookout for the timeline for these changes in the TelegRam and upcoming FA newsletters. For immediate questions, please contact stationery@vcu.edu.


ePrint Budget Reports

FGRBDSC and FGRODTA reports are now available on e~Print at https://eprint.adm.vcu.edu/cgi-bin/eprint.cgi.

As you review the reports you may have questions concerning the data contained within them. Please briefly outline your questions on a Financial Inquiry and forward directly to the appropriate department via e-mail, fax, or campus mail. Remember that you can check the status of deposits or disbursements through the on-line inquiry screens.

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