December 2013

Table of Contents

Procurement Services

Winter Closing Payment Processing Schedule

All paperwork must be received in Procurement Services by 4:30 p.m. on Monday, December 9, 2013 to facilitate payment processing before Winter Closing. Procurement Services will make every effort to process all independent contractor agreements, personal reimbursements, post docs, revenue refunds, and vendor invoices received by that date before Winter Closing (provided all appropriate documentation is received in Procurement Services). Please make sure that your receivers have been completed in Banner in order for invoices to process in a timely manner.

Chrome River reimbursement requests must be received by Monday, December 16 to facilitate payment processing before Winter Closing.

If you have any questions regarding the Winter Closing processing schedule, please contact Jamie Holcomb ( at 628-2877.

New Travel Management Services RFP

University support was granted for the resulting Travel Management Services contract to be mandatory-use for VCU employees purchasing airline and rail tickets for official business using University funds. The RFP due date is December 17. The evaluation process will begin in January. The Evaluation Committee is comprised of representatives from departments on both campuses. If you have any comments or suggestions for the Evaluation Committee to take into consideration during the evaluation process, please send them to Sarah O’Neill at

Progress on the evaluation process will continue to be reported in the FA Newsletter.

Routing Corporate Card Applications, Questions and Requests

In order to provide more efficient customer service the corporate card team would like all corporate card applications, questions and requests to be sent to We no longer encourage cardholders to fax or mail applications. Also, we can process your questions and requests quicker if they come to our shared email vs. our individual emails.

If you have any questions, please contact Thelma Stockton or Lena Massie at

Office Supply Contract: Guy Brown Copy Paper Promotion

Guy Brown is currently running a promotion on the Boise-Aspen 30% recycled copy paper (SKU#P1054901-CTN) for $30.86/carton. The price will remain in effect until December 31, 2013.

Cash Advance Reminder

Travelers requesting cash advances are reminded that the reconciliation and/or repayment of the cash advance must be completed within 30 days of the last date of travel. The reconciliation and repayment is the responsibility of the traveler. Payroll deductions are requested after 45 days and should not be seen as a convenience for the traveler. Procurement Services will charge an administrative fee of $50 to the department for all delinquent balances that must be referred to Payroll.

For questions, please contact Sarah O'Neill

Procurement Services Classes

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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Business Services

Proposed Postage Increases Effective 2014

The USPS announced proposed price changes, including an increase in the price of a First-Class Mail single piece letter from 46 cents to 49 cents. The proposed changes, which would go into effect January 26, 2014, are intended to generate $2 billion in incremental annual revenue for the Postal Service.

Highlights of the new single-piece First-Class Mail pricing include:Letters (1 oz) - 3 cents increase to 49 centsLetters additional ounces—1-cent increase to 21 centsLetters to all international destinations (1 oz.) - $1.15Postcards—1 cent increase to 34 cents

For more information about the proposed postage increase please visit the USPS website:

For more information about the proposed shipping increase please visit the USPS website:

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Controller’s Office

Controller’s Office Website Update

Based on feedback from a group of fiscal administrators, we have updated our website to include a how-to section. You can access the page using this link.

Please contact the Banner Finance Help Line at 828-0388 if you have any questions.

Grants & Contracts Accounting/Effort Report Updates

Welcome new employees Delois Alexander and Calcine Harris to Grants and Contracts Accounting/Effort Reporting! Delois is an Accountant on our Gamma Service Team and Calcine is on our Effort Reporting Team.

Retroactive fringe benefit adjustments back to 7/1/2013 were made by the Controller Office on 11/22/2013 based on the new FY14 federally approved Fringe Rate Agreement received during the month of November. Grant Indexes/Org Codes which have a Fund Budget Period End Date in Banner of 10/31/2013 or earlier, and had net fringe activity in FY14, were excluded from having any adjustments. The payroll #22 will include fringe at the new rate. See the Controller website should you need billing support documentation for the variance in rates between FY13 and the FY14 retroactive fringe adjustment. The approved rate agreement was not received until 11/14/2013 but was effective 7/1/2013.

  • Reminder - All information, especially FACR codes, on New Banner index Create Memos should be reviewed upon receipt by Administrators for accuracy. Any corrections needed must be communicated immediately to the G&C Accountant. Request for retroactive corrections will not be approved by the Controller Office.
  • Reminder - Post Doc and Graduate stipend/scholarship/award payments from sponsored projects cannot have all lines (all pay dates) on the purchase order “received” at the same time. The payments due from the P.O. on sponsored projects must be partially received to ensure that the resulting expenditure that posts in Banner based on the receiving action is not more than the actual stipend payment/s to be issued by VCU Accounts Payable on or near that date.

Effort Reporting and ECRT Updates

  • Your assistance is needed with the upcoming effort reporting deadlines:

    Quarterly certifications (period 06-10-13 to 09-09-13) are due by 12-14-13

    Semester certifications (period 05-10-13 to 08-09-13) were due by 11-14-13

    Semi-Annual certifications (period 12/10/12 to 06/09/13) were due by 10-21-13

  • Remember to conduct proactive reviews, communicate frequently with your faculty to verify the accuracy of their commitments, and to complete the processing of all ECRT cards assigned.

Other Effort Links:

The new ECRT url is
Effort Reporting's website:
Helpful Tools:

Thank you from the entire Grants and Contracts Accounting/Effort Reporting Staff to all Administrators for your continued efforts toward research compliance.

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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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