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July 2014

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Procurement Services

New Travel Management Company – Christopherson Business Travel

Procurement Services is excited to announce the campus-wide rollout of VCU’s new Travel Management Company, Christopherson Business Travel. Effective Monday July 7, 2014 the university will begin booking travel via full-service agents or the customized online booking tool.

Departments are reminded that university support was garnered for this Travel Management contract to be mandatory-use for VCU employees purchasing airline and rail tickets for official business using University funds.

For more information, visit: http://procurement.vcu.edu/i-want-to/travel/book-travel/.

Christopherson Business Travel will be hosting four webinar training sessions for the online booking tool. Register for a training session now by clicking a date below:

Tue, Jul 8, 2014 9:00 AM - 10:00 AM EDT
Wed, Jul 9, 2014 2:00 PM - 3:00 PM EDT
Thu, Jul 10, 2014 9:00 AM - 10:00 AM EDT
Fri, Jul 11, 2014 9:00 AM - 10:00 AM EDT

Once registered you will receive an email confirming your registration with information you need to join the Webinar.

For more information, please contact Sarah O’Neill at sdoneill@vcu.edu or 828-5056.


Agency Travel Card (ATC) to Book Air and Rail Tickets

Effective July 7, 2014, an Agency Travel Card (ATC) will be available for new travel bookings through Christopherson Business Travel. Departments will have the option to purchase air and rail tickets using the online booking tool or full agent assisted bookings. http://procurement.vcu.edu/i-want-to/travel/understand-methods-of-payment/

To utilize the ATC card for air and rail bookings, departments are required to supply the 12-digit Chrome River Pre-Approval number and the authorized departmental Banner index number via the online booking tool or to the Christopherson travel agent. Pre Approvals are required for all ATC charges including guest travelers and trips under $500.

For more information, please contact Sarah O’Neill at sdoneill@vcu.edu or 828-5056.


Changes to Moving and Relocation Procedures

In an effort to streamline Moving and Relocation reimbursements, Procurement Services has overhauled the paperwork and procedures involved with these reimbursements.

A new excel workbook will help departments track the moving and relocation expenses of their new employees, as well as more easily keep track of multiple reimbursement requests. Once completed, departments will now be able to submit the entire reimbursement request package electronically by scanning receipts and emailing them with the new excel workbook to moverelocate@vcu.edu.

Detailed instructions on the new documents and procedures can be found on the Procurement Services Website:

http://procurement.vcu.edu/i-want-to/plan-moving-relocation

Procurement Services will be hosting two training sessions on the new documents and procedures on Monday, July 21 at 2pm and Monday, July 28 at 10am. Both training sessions will be held in the West Grace North Residence Hall at 830 West Grace Street. The building is at the corner of Grace Street and North Schafer Street, and the training sessions will be held in room 1030J.

You may register for these training sessions here: http://training.vcu.edu/default.asp

For more information, please contact Nick Fetzer at nbfetzer@vcu.edu or 804-828-3409.


Chrome River Notices

Date Added to Description field, Chrome River Expense
For accounting purposes the receipt date has been added to the commodity line item description.

Non-employee taxi pre-paid and personal paid
Chrome River users now have the option to select pre-paid or personal paid taxi expense for non-employees.

Vacation Approval Delegation – Chrome River
All employees with access to Chrome River who have approval responsibilities can turn on their Vacation Approval Delegation if you will be unavailable for an extended period of time. From your home dashboard click Options (top right corner) and select Vacation Approval Delegation. Enter your start and end dates as well as your delegate, then select Save.

If you have any questions, please contact Ashley Verdecchia at 627-2887 or email at aeverdecchia@vcu.edu.


The Chronicle Of Higher Education Reminder

All staff and faculty have electronic access to \"The Chronicle Of Higher Education\" while logged in through VCU gmail. Go to http://chronicle.com/section/Home/5 and click on the links to access the articles.


Corporate Card - New Program Administrator

Procurement Services is excited to welcome Lauren Katchuk from Student Media to join our team as a new program administrator for Corporate Card. Lauren is bringing years of experience at VCU, her insight as a P-Card user and her enthusiasm to our team.

The new corporate card team, Lena Massie and Lauren Katchuk, will be focusing on updating the travel card training, conducting annual limits review and exceptions review in the next few months.

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


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

New Reports

New Reports - there are four new/revised reports in the VCU Reporting Center.

  1. Listing of Program Codes on Indexes - this report provides a list of all indexes for a MBU, Department or Sub-department and the program code that is associated it. This report is intended to assist administrators with reviewing program code assignments for accuracy.
  2. New Fund Monitoring Report - list of new grant funds created on or after the date criteria entered by the user with the associated attributes to assist administrators with reviewing for accuracy of award setup.
  3. Grant expenditures by Fiscal Period - Grant expenses for the fiscal period selected; note subawards to other departments will not display
  4. Grant Expenditures Cumulative - Fiscal year-to-date expenses on grants; note subawards to other departments will not display

If you have any questions about the reports, please contact the Banner Finance Help Line at 828-0388.


Grants & Contracts Accounting/Effort Report Updates

FYI and further distribution:

Final Expenditure Reports (FER) -- FERs issued by G&C Accountants and forwarded to Principal Investigators or Administrators for certification satisfy the required review of the final financial activity of the budget year or project year. This certification is required on all federal projects, and is consistently applied to all sponsored projects as verification that all expenditures charged to the sponsored project are for the purpose of the award, and in accordance with the agreement. Non-compliance risks are greatly increased when an FER is not returned to the Accountant in a timely manner.

  • Reminder – Post Doc and Graduate stipend/scholarship/award payments from sponsored projects cannot have all lines (all pay dates) on the purchase order “received” at the same time. The payments due from the P.O. on sponsored projects must be partially received to ensure that the resulting expenditure that posts in Banner based on the receiving action is not more than the actual stipend payment/s to be issued by VCU Accounts Payable on or near that date. Additionally, when establishing the payment schedule for the Trainee with Accounts Payable, the schedule should only be established initially to the end of the awarded budget period. This way the incorrect budget year index will not be erroneously charged.

Effort Reporting and ECRT Updates

Your assistance is needed with the upcoming and past due effort reporting deadlines:

Semester certifications period 12-25-13 to 05-09-14 are due by 08-14-14

Semi-Annual certifications period 12/10/13 to 06/09/14 are due by 10-21-14

Quarterly certifications period 12-10-13 to 03-09-14 were due by 06-14-14

Quarterly certifications period 09-10-13 to 12-09-13 were due by 03-14-14

Semester certifications period 08-10-13 to 12-24-13 were due by 03-21-14

Semi-Annual certifications period 06/10/13 to 12/09/13 were due by 04-21-14

Remember to conduct proactive reviews (especially before grants close-out), 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:

ECRT URL: 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

Grants and Contracts Accounting/Effort Reporting extends our gratitude to you for all that you do to assist our office and to minimize non-compliance risks on sponsored programs at VCU. Please don’t hesitate to contact a G&C/Effort Reporting staff member if at any time you have questions that cannot be answered by content on the Controller/G&C website.


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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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