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January 2013

Table of Contents

Procurement Services

P-Card Paper Statement Elimination And Bank Of America Works System Changes

P-Card is going Green! Bank of America will no longer be sending paper statements after the December cycle. Beginning with the January cycle, cardholders and reviewers must view transactions in Works by using the Department Transaction Report available two days after cycle close. If you need help accessing your Department Transaction Report, please refer to our website: http://procurement.vcu.edu/i-want-to/use-p-card/

P-Card is also eliminating the number of steps it takes to sign-off on transactions in Works. The systematic requirement to indicate Receipt Status prior to Sign Off will be removed as of January 2, 2013. However, the cardholder and reviewer should not Sign Off without a receipt. The new process is as follows:

  1. Log into Works at https://payment2.works.com to verify that the posted transaction is accurate by comparing it to your original documentation.
  2. From the Home page, click Sign Off under Actions Required. Or from Tasks in the Navigation bar, click Cardholder/Transactions Requiring Sign Off.
  3. Select a transaction listed in the upper section of the screen to view its details in the lower section of the screen.
  4. To submit the transaction to your reviewer, click Sign Off. You will have the opportunity to add a comment at this point.

If you have any questions, please contact the Corporate Card Administration Team at CorpCard@vcu.edu.


Enterprise Rent-A-Car Renewal Pricing

VASCUPP contract pricing for Enterprise Rent-A-Car will increase by a rate of $0.50 per day as of January 1, 2013. Unlike in past years, the damage waiver fee of $5/day is now included in the local and national daily rental rates. If you have questions, please contact Betty Lowther at bmlowthe@vcu.edu or 828-5954.


eVA State Entered Vendors (R02) - Update

When creating an R02 order in eVA, the vendor must exist in eVA and as well as Banner. If the vendor is not in either system, a W-9 will need to obtained from the vendor and sent to vendinfo@vcu.edu. Procurement Services will create the vendor in both Banner and eVA. If the vendor exists in Banner, but not in eVA send an email with the vendor name and Banner V# to vendinfo@vcu.edu. Procurement Services will create the vendor in eVA.

Please allow at least 48 hours to have the vendor created in the system(s). Once created, you will receive an email notification from Procurement Services.

This change does not affect how P-card, R01, and X02 orders are entered in eVA.

Correct PO categories:
Self Registered - coded as R01
State Entered - coded as R02 (Be sure to put the Banner V# in the non registered Vendor DUNS# box on each line item)
Non registered - coded as X02 (eVA exempt list)

If you have any questions please contact Patricia Shazer 828-5067, plshazer@vcu.edu, Jackie Glover 828-0903, jcglover@vcu.edu, or Marvin Lee 828-6977, mllee@vcu.edu.


New Mileage Rate

Effective January 1, 2013, the mileage rate set by the IRS for reimbursement will be $.565 per mile. This is a change from the current rate of $.555. The new rate only applies to travel that occurs January 1, 2013, or after. The old rate will remain in effect for all mileage reimbursements with travel dates prior to January 1, 2013.


Dell Marketing Orders - Reminder

When creating orders to Dell Marketing, use the eVA punch-out catalog setup for Virginia Commonwealth University. The punch-out catalog should be used for all Dell orders including eQuotes. To use the Dell eQuote, you will need the email that was used to setup the eQuote to retrieve the order in the punch-out catalog. The use of the punch out catalog enables Dell to electronically invoice VCU.

If you have any questions please contact Patricia Shazer 828-5067, plshazer@vcu.edu or Jackie Glover 828-0903, jcglover@vcu.edu.


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. http://procurement.vcu.edu/i-want-to/receive-training/

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 Blackboard, 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.


ePrint Budget Reports

FGRBDSC and FGRODTA reports are now available on e~Print at https://eprint.asauxweb.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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