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December 2014

Table of Contents

Procurement Services

Winter Closing Deadlines & Early Closures – Procurement Services

Date Time Area Explanation
12/08 04:30 pm Payments Deadline for receipt of all invoice/payment related info
12/11 11:00 am Entire Dept. Early Closure to facilitate move activities
12/15 03:30 pm Travel Deadline for receipt of all Chrome River reimbursement requests
12/15 04:30 pm P-Card P-Card cycle ends. Deadline to reconcile transactions thru Nov 15
12/17   P-Card P-Card reports available for download
12/17 01:00 pm Purchasing Deadline for receipt of all requisitions for PO processing
12/18   Payments Last check run for the calendar year
12/19 02:00 pm Entire Dept. Early closure to facilitate move activities

 
Procurement Services will make every effort to process all independent contractor agreements, personal reimbursements, post docs, revenue refunds, vendor invoices, purchase orders and travel reimbursements by Winter Close, provided all appropriate documentation and approvals have been received.

Also, please make every effort to insure that receivers have been completed in Banner for invoices to process in a timely manner.

If you have any questions regarding Procurement Services’ Winter Closing deadlines or early closures, please contact us at (804) 828-1077.


Corporate Purchasing Card Updates

  • P-Card After Hours Support
    If you need support with your P-Card after hours or on weekends, Bank of America offers company level support for all VCU cardholders. The company level support number is 1-800-822-5985.
    Please note that this number differs from the customer service number on the back of your P-Card.

Booking Travel During the Winter Break

Employees who are traveling or anticipate booking travel during the winter break should consider the following:

  • Employees can still book travel through Christopherson during the winter break as they normally would. Christopherson's agents will be available but are adhering to a holiday schedule. Agents will not be available on December 25, 26, 27, 28th and January 1st.
  • The online support agents will adhere to the same schedule.
  • The online booking tool will be available throughout the break period.
  • A Chrome River pre-approval will still be required to book travel, and many approvers will be unavailable during the break. Please plan ahead accordingly. If you do not have your pre-approval before the break begins, you may not be able to book travel at all during the break.

Receiving

Receivers for purchase orders should be entered in Banner as soon as the product is received or the services are rendered; invoices will not be paid by the due date if the receiver is missing. Earlier in the year, we began a weekly automated listing of all invoices/documents that have been entered in Banner for payment that needed a receiver. Please review this report and promptly respond.

If there are old issues included on your report, please send a detailed listing as well as the reason it should be removed and we will work to clean up the data.

Any concerns can be directed to Jamie Holcomb at jaholcomb@vcu.edu or 804-628-2877.


Changes to eVA User Accounts

Departments must contact Procurement Services as soon as an employee terminates employment or transfers to a different department within the University. Please send requests to evapurch@vcu.edu to have the eVA account deactivated or designate custodial access to another eVA user within the department.


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.


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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