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November 2014

Table of Contents

Procurement Services

Winter Closing Payment Processing Schedule

All paperwork must be received in Procurement Services by 4:30 p.m. on Monday, December 8, 2014 to facilitate payment processing before Winter Closing. Procurement Services will make every effort to process all independent contractor agreements, personal reimbursements, post docs, revenue refunds, and vendor invoices received by that date before Winter Closing (provided all appropriate documentation is received in Procurement Services). Please make sure that your receivers have been completed in Banner in order for invoices to process in a timely manner.

Chrome River reimbursement requests must be received by Monday, December 15 to facilitate payment processing before Winter Closing.

If you have any questions regarding the Winter Closing processing schedule, please contact Jamie Holcomb ( at 628-2877.

Chrome River Enhancements – Recall Feature and New Informational Webpage

Travelers and assigned delegates will now be able to recall a submitted expense report as long as no line items on the report have been fully approved. This means users will no longer need to contact Travel Services to have a submitted report reset. Using the Recall feature will not delete any notes on the report.

To see instructions, as well as other new enhancement and upcoming features please visit our website:

For more information, please contact Ashley Verdecchia at or 628-2887.

Cash Advance Reminder

Travelers requesting cash advances are reminded that the reconciliation and/or repayment of the cash advance must be completed within 30 days of the last date of travel. The reconciliation and repayment is the responsibility of the traveler. Payroll deductions are requested after 45 days and should not be seen as a convenience for the traveler. Procurement Services will charge an administrative fee of $50 to the department for all delinquent balances that must be referred to Payroll.

For questions, please contact Ashley Verdecchia at or 628-2887.

Christopherson and Chrome River Training

Travel Services offers a two-part classroom training. The first hour of training is an introductory session on VCU’s new Travel Management Company, Christopherson Business Travel and our Online Booking Tool (OBT). The second hour of training will be a hands-on session of the electronic reimbursement tool, Chrome River, is directed towards personnel who travel, arrange travel, or approve travel for the University.

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 must sign onto the OBT and update their Profile prior to the training class.

For more information, please contact Ashley Verdecchia at or 628-2887.

New Version of Works this Winter

Coming this winter, CorpCard will roll out a new version of Bank of America Works. This new version will give cardholders the opportunity to upload receipts and to allocate transactions to departmental GL codes in Works. For more information contact Lauren Katchuk at 828-4323 or

eVA Vendor Registration Changes

This week the state announced that beginning November 1, 2014, it will require that all Vendors self-register in eVA. There are a few exceptions which include: confirming p-card transactions, conference registrations, honorarium/awards & prizes, membership dues, and subscriptions.

For all other transactions, Vendors are required to self-register. If a Vendor is hesitant to do so, please highly encourage them to register, given the state is suggesting that an alternate Vendor be used instead. If it is not possible to select an alternate Vendor, VCU Procurement Services will have some limited access to enter the Vendor instead. To do this, submit the W-9 form to to have the Vendor information submitted to eVA as a state entered Vendor. Please remember that all state entered Vendor submissions will need to be approved by eVA.

The Ad Hoc/New Vendor option which is used to create un-registered Vendors in eVA is still available. This option should only be utilized to create confirming p-card orders when the Vendor is not available in eVA as a self-registered Vendor.

If you have questions in regards to this change please contact Patricia Shazer at 828-5067, Jacqueline Glover at, 828-0903, or Marvin Lee at, 828-6977.

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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Business Services


RamTech, VCU’s official on-campus technology store, is offering special events and promotions for the second half of the fall semester, exclusive to faculty, staff, & students.

Departmental Purchases
RamTech is not only a resource for faculty, staff, & students, but for departments as well. Whether it be Dell, Apple, or accessories, you can partner up with RamTech to find the right solution for your department. VCU departments may use their Banner Index as payment for store products.

Payroll Deduction
Full time VCU faculty and staff are eligible to use RamTech's exclusive payroll deduction program to purchase their tech. With a minimum 10% down payment, you can get your technology right now and have the remainder of your balance automatically deducted from your paycheck for up to a full year, with no fees or interest.

Appy Hour Presentations
Discover and learn useful apps that will increase your productivity and streamline your workflow. Winter Appy Hour topics include: Evernote in your Workflow, How to Navigate iOS 8 and your iPad, and Understanding the Cloud. To RSVP and view the latest schedule, please visit

Black & Gold Friday Sale
RamTech will be hosting their first annual Black & Gold Friday Sale on Friday, November 14, for VCU students, faculty, and staff with extended hours from 8am-5pm. Take advantage of their one day sale and save up to 50% on select Apple, Dell, and third party accessories.

Faculty & Staff Appreciation Week
December 1st through the 5th is Faculty & Staff Appreciation week at RamTech and Barnes & Noble @ VCU. With your faculty or staff ID, Barnes & Noble @ VCU is offering 25% off general books, VCU gifts and apparel and RamTech will have exclusive deals on Apple, Dell, and accessories, plus a complimentary gift with each purchase.

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Controller’s Office

Grants & Contracts Accounting/Effort Report Updates

FYI and further distribution:

Office of Management and Budget (OMB) New Uniform Guidance (UG) effective 12/26/2014
OMB consolidated the Federal government's guidance on Administrative Requirements, Cost Principles, and Audit Requirements for Federal awards. The final guidance superseded and streamlined requirements from OMB Circulars A–21, A–87, A–110, and A–122; Circulars A–89, A–102, and A–133; and the guidance in Circular A–50 on Single Audit Act follow-up. Co-chairs of the VCU OMB UG Review Subcommittee (Mark Roberts and Annie Publow) are in the final stages of summarizing and presenting an executive summary with recommendations to appropriate VCU leadership.

The October 29, 2014 VCU Research and Compliance Meeting (RACM) included a UG update. Previously, a presentation by the VCU OMB UG Review Subcommittee Co-Chairs was made at the August 27, 2014 VCU RACM. That presentation acknowledged actions underway at VCU, and also highlighted many of the areas of impact written into the new guidance. The pdf document with the presentations from that meeting can be found at . There will be additional guidance via multiple channels (CAR, RACM, MP FA meetings, Listserves, etc.) forthcoming that will update the research community on what changes VCU officials may elect to implement, and which policies and procedures may experience no changes at this time based “must” vs. “should” language in the guidance. Thanks for your patience and understanding.

90 Day Notices
Effective in October, monthly emails distributed as “Employees assigned to closing Organization Code” and “90 Day Notice for termination of Organization Code”, will contain the Proposal Number, and also the Grant Type, as additional information to assist administrators in determining appropriate the action needed as the Budget Period End Date nears. Additionally, the document “Memorandum-90 Days Notice”, has been revised. The changes made are intended to allow G&C Accountants to consistently take the action needed in Banner based on the Fiscal Administrator’s indication selected on the form. Thank you for your valued input!

Industry Clinical Trial Budgets in Banner/FACR Distribution Code:
In 2011 based on numerous requests and it being a widely used practice, Grants & Contracts Accounting initiated the practice on Industry Clinical Trial budgets of only loading budget in Banner equal to the payment received. As payments are received the budget will be incrementally increased by the proportionate share of direct and indirect costs.

Where the industry clinical trial contract requires billings based on other requirements than expenditures (e.g. \"per patients\"), the Principal Investigator should provide the responsible G&C Accountant the performed results for billing the sponsor. We recognize that in certain instances the Principal Investigator and the VCU departmental trial administrative staff are in the best position to know when a payment is owed. In this regard, the University allows the PI and their staff to be responsible for requesting payments, by invoicing their trial sponsors, and sending a copy of the invoice to the G&C Accountant. The department is responsible for collecting for all costs charged to the index. To reduce the amount of time associated with depositing the check, ensuring that it is deposited correctly, and additionally increasing the budget, checks should be mailed by the sponsor directly to Grants and Contracts Accounting, Attn: Director, Grants and Contracts Accounting, and should include the VCU project number since clinical trial payments are often very difficult to identify.

Industry Clinical Trial deficits will be separately identified on the Deficit Report for monthly review by fiscal administrators to determine and facilitate actions. Administrators are expected to remove deficits. The existing Cost Overruns policy at still applies to Non-Industry Clinical Trials.

Additionally, effective July 1, 2014 the university F&A Rate for Industry Clinical Trials is 30%. Trials negotiated and awarded with the new rate will require a new departmental FACR Distribution Code. If one does not exist for the department at the time of the award the Fiscal Administrator must send a request (preferably electronic) to the Controller’s Office, to the attention of Tricia Perkins.

Effort Reporting and ECRT Updates

Institutional Base Salary (IBS) definition:
“The annual compensation rate, as determined by University administrative procedures, for an employee’s appointment (“University effort”) devoted toward University-related activities. See for the listing of compensation codes included in ECRT. IBS includes both compensation for University-related effort, and compensation from the MCV Physicians (MCVP) Practice Plan for clinical effort. However, some specific types of compensation are not included for the purposes of effort reporting. These types include bonuses, reward/recognition compensation, etc.”

Managing Effort (Effort Tip of the Month)
Effort is the proportion of time spent on any activity and expressed as a percentage of the total professional activity for which an individual is employed by VCU and/or VCUHS. Effort certification should be based on a reasonable estimate of how time was apportioned across activities. Remember, Effort drives salary and not the reverse.

Other Effort Links:

Effort Reporting's website:
Helpful Tools:

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

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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