November 2013

Table of Contents

Procurement Services

Contract Routing Reminder

Regardless of dollar amount, any vendor contract, service agreement or other document that includes terms and conditions must be reviewed and signed by Procurement Services. If the dollar amount is $10,000 and below, please email the contract and eVA requisition number to contracts@vcu.edu. The contract will be reviewed, signed and scanned back to the department for distribution to the vendor. Please allow sufficient time for the review and signature process.

Any contract that is $10,001 and over must processed by a buyer. Supporting requisitions should be submitted in eVA and contract documents should be emailed to Gary Gulliksen at gsgulliksen@vcu.edu. Gary will assign the requisition and forward the documents to the appropriate buyer.

If you have any questions, please contact Gary Gulliksen at gsgulliksen@vcu.edu or 8-0157.


New Travel Management Services RFP

The RFP due date has been extended until December 3, 2013. The university is taking the necessary steps to garner support for a mandated contract in order to provide a comprehensive duty of care program for university travelers and better spend management of travel expenditures.

In this time of transition, Procurement Services continues to recommend working with a travel agency. Procurement Services does not endorse or recommend a specific agency, but recognizes the benefits these agencies can provide to all business travelers and their departments.

Progress on the procurement process will continue to be reported in the FA Newsletter. Please contact Mary Lou Bulger at mlbulger@vcu.edu or 8-0904 with any questions related to the new travel management services RFP.


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.


Office Supply Contract: Remanufactured Toner Cartridges

The purchase of remanufactured toner benefits departments with substantial cost savings as compared to the purchase of OEM (name brand) toner, such as HP. Recycled toners also contribute to VCU’s overall sustainability efforts. Departments are strongly encouraged to purchase remanufactured toner instead of OEM when available.

The chart below compares five of VCU’s commonly purchased OEM toners with the savings from their remanufactured counterparts.

Name Brand

Vendor

Price

Remanufactured SKU#

Price

Savings (%)

HP 05A
Black Toner

Ball

$70.09

ELI75434

$50.88

27%

GB

$64.90

S1GB05A

$62.99

3%

HP 78A
Black Toner

Ball

$71.64

ELI75576

$46.29

35%

GB

$68.10

S1OM04910

$65.09

4%

HP 940XL
Black Toner

Ball

$42.67

ELI75558

$12.92

70%

GB

$34.47

S1OM05043

$27.64

20%

HP 57
Tri-color Ink

Ball

$37.88

ELI75230

$18.03

52%

GB

$34.95

S1OM98685

$27.92

20%

Brother TN450
Black Toner

Ball

$53.73

ELI75499

$39.66

26%

GB

$48.29

S1OM04920

$41.29

14%

 

In Ball and Guy Brown’s punchout catalogs, remanufactured toner cartridges are displayed as alternate or suggested products when a name-brand toner is searched. Departments can also look up remanufactured toner part numbers by using the “Machine Matching” function on the Ball website. Additionally, departments may contact the sales representative for remanufactured counterpart information.

If you have questions, please contact Lauren Franks at lfranks@vcu.edu or 8-5063.


Fisher Scientific & Electronic Invoicing

Fisher Scientific went live on October 30, 2013 with electronic invoicing. Procurement Services is working with vendors to achieve efficiency in ordering and paying invoices, as well as ensuring departments are obtaining the correct contract pricing. The goal is to use the punchout catalogs in eVa which enables the vendor to receive/process the order, and issue the invoice electronically. Electronic invoices are loaded directly into Banner and do not require input by Accounts Payable. The other electronic invoicing vendors that are punchout are Dell, Santa Cruz, Sigma Aldrich and VWR.

In order to achieve success with this process it is necessary for eVA users to enter their orders using the punchout catalog. Information about electronic invoice vendors is located at: http://procurement.vcu.edu/i-want-to/pay-a-vendor/submit-an-invoice/. The vendors that require the use of punchout catalogs are designated on the electronic invoice list with \"Punchout Catalog\" designated by the vendor name. Also, it is important to note the special instructions for vendors that are denoted in red and underlined. The special instructions can be viewed by clicking on the vendor name or from the Related Documents field. http://procurement.vcu.edu/i-want-to/pay-a-vendor/submit-an-invoice/electronic-invoicing-vendors-special-instructions/

If you have questions, please contact Jamie Holcomb at jaholcomb@vcu.edu or 628-2877, Kathryn Bunce at kbunce@vcu.edu or 828-3066 or Valerie Washington at vwashing@vcu.edu or 828-1060.


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. 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.


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Controller's Office

Grants & Contracts Accounting/Effort Report Updates

This update alerts university administrators to a change announced in NIH Notice NOT-OD-13-120, for the NIH transition to new U.S. Department of Health and Human Services (HHS) payment policies for grant awards and use of Payment Management System (PMS) subaccounts. NIH will transition all award payments to the PMS subaccounts by the end of FY 2015. To help minimize grantee burden for the transition in FY 2014, NIH will only establish PMS subaccounts for domestic awards that have new document numbers.

Implementation:

A. Between October 1, 2013 and September 30, 2014, NIH will transition payment for all domestic awards with new document numbers (i.e., Type 1, Type 2, Type 4, Type 6, Type 7, and Type 9) from PMS pooled accounts (G accounts) to PMS subaccounts (P subaccounts). For these types of awards, PMS will establish subaccounts for each NIH award made on or after October 1, 2013 (Likely on or after November 1, due to shutdown). All subsequent non-competing continuation awards will be issued in subaccounts.

B. Between October 1, 2014 and September 30, 2015, NIH will transition payment for all continuing domestic awards (i.e., Type 5 and Type 8) awards that have not yet transitioned to subaccounts from PMS pooled accounts (G accounts) to PMS subaccounts (P subaccounts). For these types of awards, PMS will establish subaccounts for each NIH award made on or after October 1, 2014.

In addition to changing the record Type and the document number for the FY 2015 award, NIH will change the project period end date of the FY 2014 award when the FY 2015 award is issued. The project period end date will be changed to the budget period end date. This effectively breaks the single competitive segment into two shorter \"competitive segments.\" Therefore, the FY 2014 award becomes the final year of the first \"competitive segment\" and requires final Federal Financial Report (FFR) expenditure data. If the award is under Streamlined Non-competing Award Process (SNAP), the grantee will be required to submit FFR expenditure data that covers the project period from the original start date through the new project period end date.

How does this change impact the VCU Research Community? To meet the payment requirements of the new NIH subaccounts, G&C Accounting is required to draw funds individually by grant rather than in a pool. The change provides NIH (and taxpayers) greater transparency, and will hold Principal Investigators, Administrators, both departmental and central, to higher project management standards, as well as greater enforcement of 90 day Final Reporting/Close-out requirement. Additionally, final invoices from subcontractors will be required to be received more timely, cost transfers must be made timely, effort will need to be reviewed more proactively, and encumbrances/obligations will need to be liquidated more timely.

Why the change? At the end of fiscal year 2011, the Federal Government Accounting Office (GAO) identified more than $794 million in funding remaining in expired grant accounts (accounts that were more than 3 months past the grant end date and had no activity for 9 months or more) in the Payment Management System (PMS).

Please share this NIH change with your Principal Investigators. Additional guidance will be forthcoming.


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) are 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 https://ecrtprod.asauxweb.vcu.edu/ecrt
Effort Reporting's website: http://www.controller.vcu.edu/grants/effort.htm
Helpful Tools: http://www.controller.vcu.edu/grants/ECRThelpfultools.html
FAQs: http://www.controller.vcu.edu/grants/ECRTfaq.html

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


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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