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June 2014

Table of Contents

Procurement Services

Fiscal Year-End Processing

To facilitate payment this fiscal year, all invoices, revenue refund vouchers etc. must be submitted to Procurement Services by 4:30 p.m., on June 13. We will do our best to process all invoices that are delivered within this timeframe. Invoices received after cut-off will be processed as time permits. Payments of travel and personal reimbursements through Chrome River will continue to be processed daily.

Departments are responsible for monitoring their accounts to ensure that necessary payments have been processed. Receiving may be entered into Banner until 12 p.m., June 30 and if the invoice is posted and matches properly with the receiving, the expense should hit your index this fiscal year. Receiving should not be completed until July for any payments that are to be expensed in FY15.

Transaction approval authority for Banner Finance users will be removed at 4:00 pm on June 30th. Inquiry access remains in place. Note: Journal entries must be approved for the entries to post in FY14.

All BOA Visa purchasing transactions posted from May 16 to June 13, 2014 will be posted in Banner this fiscal year provided the index code associated with the cardholder’s P-card is not frozen. All purchase transactions submitted to BOA Visa after June 13, 2014 will be paid next fiscal year.

Other deadline dates that affect FY14 processing:

June 24 is the last day to process changes to purchase orders in eVA.

June 26 is the last day to process purchase orders in eVA.

Questions regarding fiscal year-end processing:

Accounts Payable Jamie Holcomb 628-2877
eVa Patricia Shazer 828-5067
Purchasing Gary Gulliksen 828-0157
Travel   Sarah O’Neill 828-5056
Corporate Card Services Lena Massie 828-3407
 

Christopherson Business Travel

Procurement Services announced in May that Christopherson Business Travel had been selected to be VCU’s new Travel Management Company. Christopherson has an exceptional suite of reporting and management tools to help effectively manage travel spend, track policy compliance, and support duty of care.

Procurement Services and Christopherson are working together for a campus-wide rollout of full-service and the online booking tool in early July. 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.

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


University’s Office Supply Contract Renewal

The University's Office Supply contract renews on June 1, 2014. As part of that renewal, Ball Office will no longer provide cookies during deliveries at the request of University Purchasing. University Purchasing understands that this is a change and asks the university community to support this change as part of the overall Strategic Sourcing effort here.


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

FYI and further distribution:

Remember that sponsored project expenditure and deposit transactions in Banner must adhere to the VCU Controller’s Office Year End Schedule 2014 in order to be included in June financial reporting/invoicing, and fiscal year financial data. The Year End Schedule may be found at: http://www.controller.vcu.edu/finreporting/yrendschedule.pdf. Encumbrances on terminated awards in Banner should be cancelled, or a change order done in eVA prior to June 24, unless the award/index is pending an official sponsor approved extension or continuation.

GAO Report 12-360: Action Needed to Improve the Timeliness of Grant Closeouts by Federal Agencies – At the end of fiscal year 2011 the federal government identified across the country, 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). The report in its entirety is found at http://www.gao.gov/products/GAO-12-360. Recent actions taken by PMS officials in rejecting VCU drawdown requests for reimbursement of expenses which occurred more than 90 days after the project end date, as well as the inclusion of revised grant close-out policy in the New OMB Uniform Guidance, are indicators that the recommendations by the GAO have been implemented by many federal agencies.

The increased implementation of this guidance by federal agencies will require VCU administrators to be mindful of processing deadlines to ensure that all purchases, transfer of erroneous charges, and final invoices to the federal agency are able to be processed within 90 days after the project end date. This timeline must be stressed to all sub-awardees/sub-recipients to minimize non-payments risks, which could strain research relationships between VCU faculty and those at other institutions, or between VCU and other research entities. G&C will work with the Office of Sponsored Programs to consider changes which may be needed to the billing terms on Research Sub-award Agreements to minimize such risks. More information regarding timeliness of closeout, and the new sub-accounting transition requirement on NIH awards effective 10/1/2014 will be forthcoming. The listing of awards transitioning will be sent in June directly to Principal Investigators, Fiscal Administrators, and copied to School Dean’s offices for awareness, and to assist with actions needed in preparation.

  • 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

The Clinical Effort reporting deadline for the period 6/10/2013 – 12/9/2013, was April 21. If you or your faculty members need assistance in completing their effort reports please do not hesitate to ask either Christopher Higgins (VCUHS) or Tricia Kelly. Your help in getting the outstanding clinical effort reports for this and prior periods completed and processed is greatly appreciated.

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

Quarterly certifications (period 12-10-13 to 03-09-14) are due by 06-14-14

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 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 12/10/12 to 06/09/13 were due by 10-21-13

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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