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October 2013

Table of Contents

Procurement Services

Open Forums

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

Tuesday, October 22, 2013 – MCV Campus, George Ben Johnston Auditorium from 9:00 a.m. to 11:00 a.m.

Wednesday, October 23, 2013 – 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 be there to present various topics of interest, including contracts for moving and relocation services, cash advances, Chrome River reporting, recycled toner cartridges, Chrome River people-feed, etc.. This is also an opportunity for faculty and staff to ask Procurement Services questions.

Annual eVA / Banner Purchasing Test Requirement

Each person who has access to eVA Purchasing and/or the Banner Receiving Module is required to successfully complete an On-line Knowledge Test with a passing score of 90 points or higher. There are three (3) different tests: Enterer, Approver, and Receiver. Please complete the test(s) that corresponds to how you use the system(s) by October 4, 2013. It is possible that a person must complete two (2) tests to accommodate their use of the systems.

You will be allowed three (3) attempts (per test) to achieve 90 points or higher test score. The test will automatically reset after each attempt. If you do not pass the test after the third attempt, you will need to obtain VP approval for an additional attempt. Failure to pass with a score of 90 points or higher will result in suspension of the user’s access.

To access the test, log in to Blackboard using your VCU eID and password and click on the “Courses” tab in the top row. In the course search box, type “Purchasing” and click “Go.” Click the “Enroll” button next to the course id “Train-2013-0000-2013Fall” link and follow the prompts to complete the required test.

If you receive an error message not allowing you access into Blackboard or have any other questions please contact Patricia Shazer at 828-5067, or Jackie Glover at or 828-0903.

Chrome River Analytics

Chrome River Analytics is now live for all Fiscal Approvers in Chrome River. The tool offers twenty standard reports encompassing pre-approval tracking, expense analysis, and open approvals. Procurement Services has identified the reports that are most helpful to the expense reimbursement process. You can view step-by-step instructions for each report at

Chrome River Analytics also offers the ability to build custom reports. Procurement Services is working to build a few ad hoc reports that will help departments. Please look for updates on ad hoc reports in upcoming FA Newsletters. The Help section also covers building Ad Hoc Reports if departments would like to try on their own.

Procurement Services will offer “Advanced Chrome River Training” in October that will include running standard reports. Please consult to sign up.

For technical questions on Chrome River Expense or Analytics, please call Katie Kelly at 8-1078 or email

New Travel Management Services RFP

The RFP due date has been extended until after the university makes a decision regarding whether the resulting contract should be mandated in order to provide a comprehensive duty of care program for university travelers and university spend management.

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

Corporate Purchasing Card Online Reconciliation Procedures

All cardholders and reviewers will receive an automated Department Transaction Report two days following the end of the billing cycle for reconciliation purposes. After the online reconciliation is completed by the cardholder, supporting documentation should be given to the reviewer for review and electronic sign off.

The reviewer will need to carefully review the Department Transaction Report to ensure supporting documentation amounts match, all transactions are accounted for, and the transactions are valid business expenses that comply with VCU policies and procedures. The reviewer will then approve the cardholder's transactions electronically in Works. The use of a paper reconciliation log is not required or encouraged by Procurement Services as reconciliations should be completed online.

Both cardholder and reviewer must complete the online reconciliation by the closing date of the following month's billing cycle. Late reconciliation over thirty (30) days is subject to card suspension. Reconciliation over sixty (60 days) is subject to card cancellation.

If you have questions, please email or call Thelma Stockton at 8-4232 or Lena Massie at 8-3407. Tax-exempt Program

On September 1, 2013, a new state law went into effect requiring out-of-state internet retailers that have business operations in Virginia, such as Amazon, to begin collecting Virginia’s 5.3% retail sales tax on non-exempt purchases, just as bricks-and-mortar stores have always been required to do.

Typically, qualified retail purchases made by the University in support of the University’s tax-exempt mission and purpose are exempt from state sales and use taxes. With a traditional brick-and-mortar retailer, a University purchaser simply provides a copy of the University’s “Virginia Sales and Use Tax Certificate of Exemption” (VA Form ST-12) to the retailer, and the retailer then exempts any qualified University purchases from Virginia state sales and use taxes.

Amazon is now designed to allow cardholders the ability to enroll into the Amazon's Tax Exemption Program. When making purchases from Amazon for VCU business you can agree to the terms and condition to be tax exempt. By agreeing to the terms and condition you agree to not use your tax-exempt account for the purchase of products or services that are not eligible for tax-exempted status such as your own personal account.

The link below is our tax-exempt form:

Clink on the link below to upload the tax-exempt form into Amazon:

If you have questions, please email or call Thelma Stockton at 8-4232 or Lena Massie at 8-3407.

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 two of VCU’s commonly purchased OEM toners with the savings from their remanufactured counterparts.

OEM (Name Brand)






HP 05A Black Toner






Guy Brown





HP 78A Black Toner






Guy Brown





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 or 8-5063.

New Per Diem Rates Effective October 1, 2013

The General Services Administration (GSA) has increased federal per diem rates for 2014. These rates will be effective for travel beginning October 1, 2013. To view the new rates, please visit GSA’s website at and select Fiscal Year 2014 (the federal Fiscal Year runs October 1 – September 30). For travel dates prior to October 1, 2013, select Fiscal Year 2013 rates. These new rates are loaded into Chrome River and will be available on October 1, 2013.

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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Controller's Office

Banner Finance Training

Banner Finance online training links are located at:

If you have new employees who would prefer face-to-face training, please contact the Banner Finance Help Line at 828-0388 to arrange a time to meet with members of the Financial Reporting team.

Grants & Contracts Accounting/Effort Report Updates

  • Welcome to our newest G&C Accountants Margaret \"Maggie\" Gallagher-Mondak, and Tiffany Fenner, both to the Alpha Team. Both employees bring valuable experience that will benefit G&C and VCU in their new role. Additionally, both are currently enrolled in the OSP Research Administration Certification Course.

  • Efforts continue within G&C to focus on customer service, compliance topics, updating policies and procedures, effort reporting compliance, and training G&C staff as well as the VCU research community.

  • Upcoming Brown Bag Sessions - Training in the follow compliance areas is scheduled:

    Program Income - 10/8/2013 at noon. Larrick Student Center, Jackson Ward Conference Room. Register online at with keyword "Brown Bag". Please bring your lunch and join the discussion.

    Cost Share - Details will follow as the specific dates and locations are identified.

  • Reminders

    -It is preferred that complete 90-day close-out packages be sent electronically to OSP Post Award with a cc to G&C. This will assist in expediting the close-out process of terminated awards and minimizing compliance risks in this area.

    - A Cost Share Index has a 1-to-1 relationship with a sponsored program index in Banner, thus cannot be recycled or used again, even if the sponsored project has terminated.

    -Approved sponsored research Program Income Indexes based on Sponsor requirements, and the subsequent coordination by OSP with G&C Accounting, must adhere to the specific federally funded project requirement, and like project period for the income generation and expending. G&C will be coordinating with Departmental Administrators for the close-out of Program Income Indexes which are associated with closed projects/grants. A Program Income Index is associated to a grant code in Banner upon creation, and may not be associated with more than one project.

Effort Reporting and ECRT Updates

  • Tricia Kelly has recently been selected to assume the role as our new Effort Reporting Supervisor effective 9/25/2013. Presepine Fleming has replaced Odesta Cobbs (retired) as the Manager in G&C, with primary responsibilities of Cash Compliance and Delta Team Supervisor. Please join us in welcoming both Tricia and Presepine to their new roles.

  • A new Blackboard Organization has been created for Effort Coordinators to assist with training and questions regarding the upgraded system. After logging into Blackboard at Effort Coordinators will locate the Effort Reporting link under the \"My Organizations\" section in the lower right-hand side of the My Blackboard page. Guides, training videos, and a site map are available on that page to assist Effort Coordinators with transitioning to the new version of ECRT. Effort and ECRT training dates for 2013 are now available via the VCU Training site ( Please use the keyword “Effort”. If you have any questions please contact any Effort Reporting staff member or email

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

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

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

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

    Quarterly certifications (period 03-10-13 to 06-09-13) were due by 09-14-13

    Semester certifications (period 12-25-12 to 05-09-13) were due by 08-14-13

    Semi-Annual certifications (period 06/10/12 to 12/09/12) were due by 04-21-13

  • 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.

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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