April 2014

Table of Contents

Procurement Services

PO Category on eVA Orders

Beginning, April 1, 2014, PO categories that end with a "2" such as R02, E02, P02, with the exception of the exempt PO category (X02) will no longer be available in eVA. The exempt orders will continue to be coded as X02. All other orders (self-registered, state entered and non-registered vendor orders) will be coded as R01.

If you have any questions, please contact Patricia Shazer at plshazer@vcu.edu or 828-5067.


Chrome River

Expense Report Enhancements - Lodging
While using the Hotel widget in Expense report users will no longer need to “calculate” per diem rates for lodging expenses. Changes to the Location within the expense report will now trigger automatic recalculation.

Standard GSA Rate now Corrected
Some locations selected in the Hotel widget were selecting FY2012 Standard rate ($77) and not FY2013 Standard rate ($83). Chrome River support team has identified and fixed this error.

Upcoming Enhancement/QR Codes
Chrome River will be transitioning from barcodes to QR codes on PDF cover pages. This will allow Chrome River to capture and track even more information about an image. During Phase 1, the cover pages will have both a barcode and QR code, information will still be submitted in the same manner by end users.

System Maintenance Reminder
Chrome River performs scheduled monthly maintenance on the third Saturday of each month from 8 pm–3 am (ET). During this period, the Chrome River application is temporarily inaccessible and a message is posted on our site alerting users to the scheduled maintenance.

If you have any questions, please contact Ashley Verdecchia at aeverdecchia@vcu.edu or 628-2887.


Local Lodging and Conference Services RFP

Procurement Services published a new RFP on Friday, March 28 to solicit proposals from Richmond-area hotels for lodging and conference services. Procurement Services anticipates a robust response from the local lodging industry and looks forward to signing university-wide agreements with Richmond's finest lodging and conference facilities. This process will allow individual departments to engage local hotels for their lodging and conference needs without having to sign new contracts each time, as well as ensuring that VCU consistently receives favorable rates.

If you would like more information, please contact Nick Fetzer at nbfetzer@vcu.edu or at 828-3409.


New Account Codes: Event Hosting

In an effort to better track and analyze VCU's expenditures related to hosting events and conferences, the Office of Procurement Services has created a new series of account codes.

Departments are encouraged to use these new codes when detailing expenses related to the hosting and execution of off-campus conferences and events. The new codes are:

638059 Event Lodging
638058 Event Food / Meals
638085 Event Alcohol
638086 Event Audio / Video Equipment
638088 Event Furniture / Decor
638089 Event Staff Charges
638091 Event Parking
638094 Event Business Center / Fed Ex / Package Handling

If you would like more information, please contact Nick Fetzer at nbfetzer@vcu.edu or at 828-3409.


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. Proposals were received in December and oral presentations were held February and March. Procurement Services is now moving into negotiations. Once negotiations have concluded and a contact is signed, Procurement Services will announce the successful Travel Management Company and the transition to utilizing their services.

If you have any questions, please contact Sarah O’Neill at sdoneill@vcu.edu or 828-5056.


Maximize Corporate Purchasing Card Spend

The Corporate Purchasing Card (P-Card) is designed to help streamline the procurement and payment processes by maximizing the reduction of administrative costs and is the preferred method of payment for goods and services. Cardholders are encouraged to utilize vendors who accept the P-Card to purchase goods and services under $5,000 for VCU business purposes. The Department of Accounts (DOA) levies financial penalties for each non-P-Card payment that is processed to a merchant that accepts the P-Card.

Below are some of the most popular types of expenditures that can be paid with the P-card.

  • Advertising
  • Air/Rail
  • FedEx
  • Membership Services
  • Office Supplies
  • Printing Services
  • Public Utilities
  • Subscriptions
  • UPS

For additional allowable expenditures on the P-Card go to http://procurement.vcu.edu/i-want-to/make-a-purchase/know-what-you-can-and-cannot-buy/allowable-business-expenditure-chart/.

If you have questions, please contact corpcard@vcu.edu or call Thelma Stockton at 828-4232 or Lena Massie at 828-3407.


Corporate Purchasing Card Applications, Questions, & Requests

In order to provide more efficient customer service, all corporate card applications, questions, and requests should be directed to corpcard@vcu.edu. Procurement Services will no longer accept faxed applications and/or requests. Additionally, Corporate Card Services can process questions and requests more effectively when sent to the shared email account corpcard@vcu.edu vs. individual emails accounts.

If you have any questions, please contact corpcard@vcu.edu or call Thelma Stockton at 828-4232 or Lena Massie at 828-3407.


Late Reconciliation of Corporate Purchasing Cards

Both cardholders and reviewers must complete the Bank of America WORKS online reconciliation by the closing date of the following month’s billing cycle. The use of a paper reconciliation log is not encouraged, as reconciliations must be completed online. Corporate Purchasing Card Services is reviewing late online reconciliations and will suspend or cancel cards based on these guidelines. Late reconciliations may result in card suspension, card cancellations, as well as suspension of approval authority for reviewers.

Example:
A billing cycle included transactions from January 16 and ended February 14. Both the cardholder and reviewer must reconcile these transactions by March 14.

If you have questions, please contact corpcard@vcu.edu or call Thelma Stockton at 828-4232 or Lena Massie at 828-3407.


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. As the fiscal year draws to a close, the number of contracts submitted increases significantly. Please factor 7 to 10 business days for the review and signature process.

Any contract that is $10,001 and over must be 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. The time to process these contracts will depend upon the type of procurement being submitted.

If you have any questions, please contact Gary Gulliksen at gsgulliksen@vcu.edu or 828-0157.


Office Supply Contract: Remanufactured Toner Cartridges

Earth Day is Tuesday April 22! Purchasing remanufactured toner benefits your department not only with substantial cost savings but also contributes to VCU’s overall sustainability efforts. Departments are strongly encouraged to purchase remanufactured cartridges instead of OEM cartridges when available.

The following chart shows three of VCU’s commonly purchased OEM toners with the savings from their remanufactured counterpart.

Name Brand (OEM)

Vendor

OEM Price

Remanufactured SKU#

Reman. Price

Savings

(%)

HP 05A

Ball

$70.09

ELI75434

$50.88

27%

Guy Brown

$ 64.90

S1GB05A

$62.99

3%

HP 78A

Ball

$71.64

ELI75576

$46.29

35%

Guy Brown

$68.10

S1OM04910

$65.09

4%

HP 80A

Ball

$109.39

ELI75806

61.44

44%

Guy Brown

$99.45

S1OM06584

$58.21

41%

 

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. Samples of remanufactured toner are available upon request by both companies.


Myths about Remanufactured Ink and Toner Cartridges

MYTH #1 - Using remanufactured cartridges will void the printer warranty.
It is illegal for a printer manufacturer to require you to use or purchase a particular brand of supply. Enforcement of such a policy violates Federal law – the Sherman Antitrust Act and the Magnuson Moss Warranty Act.

MYTH #2 - Remanufactured cartridges don’t last as long as Name Brand (OEM) cartridges.
Remanufactured cartridges offered by both Ball Office Products and Guy Brown have page yields that equal or exceed those of OEM cartridges.

MYTH #3 - Remanufactured cartridges are of poor quality.
Remanufactured cartridges offered by Ball Office Products and Guy Brown are manufactured pursuant to ISO-certified processes. These processes ensure consistent, reliable products.

MYTH #4 - Remanufactured cartridges are just old, refilled cartridges
Years ago, this was an accurate statement. Today, each cartridge is inspected and tested. Any worn parts are replaced before the cartridge is filled with new ink or toner. After filling, the cartridge is retested to ensure proper functioning.

If you have any questions, please contact Lauren Franks at lfranks@vcu.edu or 828-0157.


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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Business Services

RamTech

The grand opening date for RamTech, VCU’s new retail technology store, has been moved to April 7, 2014 from 9am-6pm. VCU Business Services invites faculty, staff and students to join us for the all-day celebration that will feature exclusive discounts, refreshments, prizes (including a Venue 8 Tablet, sponsored by Dell), giveaways, a photo booth, and more.

You will be able to get a first look at our showroom of both Apple? and Dell computers, along with a large selection of accessories and computing peripherals. We will also have an extensive collection of VCU branded products. VCU’s repair service, fixIT, will have a service counter conveniently located inside RamTech.

The new store is open to all VCU faculty, staff, students, and newly accepted students, and will sell computers at academic discounts. The staff at RamTech is available to help order in-stock or custom systems for in-store pickup or UPS delivery. RamTech is an Apple Authorized Campus Store.

RamTech store hours are 9am-6pm, Monday through Thursday, and 9am-5pm Friday. Limited free parking is available in front of the store entrance. More information about the store and its services is available at http://ramtech.vcu.edu, and the RamTech staff can be reached at ramtech@vcu.edu or (804) 828-8324.

© 2014 Apple Inc. All rights reserved.


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Controller’s Office

New Report in ePrint

A new report has been created in ePrint. This report will provide details on any transactions that are paid through account payable. As you know these are transactions where the document numbers start with 'I'. The report shows the PO number, vendor, description and item description. Hopefully, you will find this helpful in your reconciliation process. If you have any questions, please contact the Banner Finance Help Line at 828-0388.


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Treasury Services

PCI Training

All employees who have access to payment card information are required to enroll in the PCI training course and complete an on-line knowledge test annually. The training and test are available on Blackboard. Go to https://blackboard.vcu.edu/ and click on the "Courses" tab in the top row. Search using "PCI".


Petty Cash Training

Petty Cash training is offered as an on-line course and is designed to give an overview of the Petty Cash/Change Fund policies and procedures. The Custodian and the Dean/Department Head must complete the mandatory training and test annually. Go to https://blackboard.vcu.edu/ and click on the "Courses" tab in the top row. Search using "Petty Cash".

If you have any questions, please contact Treasury Service at 828-6533.


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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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