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October 2012

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Procurement Services

Calendar Year-End Requirements

As the end of the calendar year approaches, many vendors will offer "year end promotions" to meet sales volume expectations.  These promotions are especially prevalent in December.  The buying staff must follow established procurement procedures and cannot use price as a justification for a sole source or emergency procurement.   Please anticipate any requirements that must be ordered by the end of the calendar year and submit your requisitions for these purchases immediately.

It is always important for the departments to clearly communicate their needs, including ordering and delivery requirements, to the assigned buyer.  The buyer is responsible for working with the departments to meet their expectations to the extent possible.  However, please understand that sufficient procurement lead-time is generally not provided for promotional offers, and it may not be feasible to properly process the orders before the expiration of the promotion.

Please call Betty Lowther at or 8-5954, if you have any questions regarding procurement lead-times.

Procurement Services Website

Procurement Services is pleased to announce that the anticipated launch date for the newly designed website (address: is Monday, October 15. The improved design and content organization will help visitors better navigate the site to find the information they need.

Here are some key features and improvements that have been added to the site:

  • Main navigation menu features an “I Want To” section with step by step instructions
  • Documents and Policies Library
  • FA News in HTML format
  • A “Spotlight” section on the homepage featuring important department news and events
  • A responsive layout which adjusts to any screen or device without losing functionality

Please enjoy exploring the new site. Feedback on the website can be sent to Lauren Franks at

Pcard Training And Test

Procurement Services is updating the P-Card training. The new training and annual test for cardholders and reviewers will be ready in October. Be on the lookout for email communication regarding the test from the Director of Procurement Services.

Online Enterprise Rental Reservations

When booking an Enterprise rental vehicle online using VCU’s state contract, customers will see taxes and fees shown as part of the estimate. These taxes and fees are only part of the reservation process and will be taken off the reservation upon paying for the rental car at the pick-up location. As part of VCU’s state contact with both Enterprise and National car rental agencies, we are exempt from paying taxes and fees. If the car is rented from the airport location, airport access fees will be charged. Travelers are reminded to check their receipts to ensure taxes are not charged at the time of pick-up.

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 on the Procurement Services website under Training and Support Services.

To register for available classroom classes, go to 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 Blackboard, go to using your VCU eID and password and click on the “Courses” tab in the top row. Search by the class title.

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Controller’s Office

Mandatory Internal Control/Fiscal Responsibility Training

The mandatory internal control/fiscal responsibility classroom sessions have ended. If you hire new employees, please complete the Help Desk ticket to request their access. They will then be enrolled in an online course(s) based upon the access that you request for them. Once they have completed the required courses and successfully passed the test(s), Banner Finance access will be granted.

If you have any questions, please contact the Banner Finance Help line at 828-0388.

ePrint Budget Reports

FGRBDSC and FGRODTA reports are now available on e~Print at

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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