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September 2014

Table of Contents

Procurement Services

Christopherson Business Travel

VCU faculty and staff are required to purchase air and rail tickets for official VCU business using university funds through Christopherson Business Travel’s online booking tool (OBT), or via one of the travel agents assigned to VCU. University support was garnered for the mandatory-use of the Travel Management contract for all airline and rail tickets to assist in establishing a comprehensive duty of care program. Business travelers are encouraged to utilize Christopherson Business Travel for all business related travel to receive the benefits associated with VCU’s managed travel program.

Travel Services will host two information sessions with Christopherson Business Travel September 24 & 25. Please register at, Sponsor “Office of Procurement Services”.

For more information, visit:

If you have questions, please contact Nick Fetzer at or 804-828-3409.

Moving and Relocation Procedure Changes

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

For more information, please contact Nick Fetzer at or 804-828-3409.

Christopherson and Chrome River Training

Christopherson Business Travel hosts training webinars each Thursday from 12pm – 12:40pm for the “My Travel” dashboard and the online booking tool. Register for a training session by logging into Christopherson Business Travel and select “Training Webinars” under “My Travel.”

Travel Services also offers a two-part classroom training. The first half of training will be an introductory session on VCU’s new Travel Management Company, Christopherson Business Travel and our Online Booking Tool (OBT). The second portion 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 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.

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

Enhanced Bank of America Works - Coming Soon!

Corporate Card Services is excited to announce a new version of the Bank of America Works will be rolled out to the University this winter. The new Works is more intuitive and will include two new useful services: receipt imaging and index reallocation. More information about training and the enhancements to the system will be available throughout the fall.

If you have any questions, please contact us at

Confirming P-Card Orders in eVA

When creating an order in eVA to a non-registered vendor using a P-Card, do not select a State Entered Vendor. This will result in an error message indicating the vendor does not accept the P-Card. All non-registered vendor P-Card orders must select the “New” option to enter the vendor information. P-Card orders do not integrate to Banner, so no W-9 is required. Do not create “State Entered Vendors” for any P-Card orders.

If you have any questions, please contact Patricia Shazer at 828-5067 or

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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Controller’s Office

Grants & Contracts Accounting/Effort Report Updates

FYI and further distribution:

Grants and Contracts Accounting welcomes new staff members Cathy Short and April Henderson. Cathy is the Training Manager, and her responsibilities are split with the Office of Sponsored Programs. She joined VCU in this new role on July 10. April Henderson also joined our office on July 10, and she is a new Accountant on the Gamma Team.

Starting September 19, the National Science Foundation (NSF) will be undergoing a system conversion to ITRAK. The conversion will impact the University's F&A process for September. In additional to the normal F&A run dates, the F&A process will also run on September 15.

Upcoming Training Opportunity

The first of a series of research administration educational sessions, \"It Takes a Village to Manage Awards: Post Award Issues for Pre-Award Research Administrators & Departmental Administrators\", will be held on Tuesday, September 16 from 10:00 - 2:00. Key topics include: improving communication, education and cross-training, and major areas of concern (effort reporting, cost sharing, subaward monitoring). Each session will be centered around video segments provided by NCURA (National Counsel of University Research Administrators) followed by discussion and Q&A. A light lunch will be provided or participants are welcome to bring their own brown bag. ( Register via VCU training: )

FY14 Research and Development Federal Compliance Audit of G&C

Thanks to your continued diligence, increased awareness and communication with faculty, the audit of compliance conducted by the Department of Assurance Services concluded recently with the auditor’s opinion that “the university complied in all material respects, with the types of compliance requirements described in the OMB Circular A-133 Compliance Supplement”. There was one Business Issue reported which pertained to Federal Funding Accountability and Transparency Act (FFATA) reporting, and it has been addressed with a Management Action Plan. The audit was for the eight month period through February 28, 2014. Congratulations to you, and please continue the great work!

Non University-wide bonus and recognition payroll charges on sponsored projects -- At VCU generally as a best practice, these types of bonuses and recognition awards should not be paid from sponsored programs because of the increased compliance risks associated with the difficulty to document and justify allocability. University-wide bonuses and raises are not questioned because of the consistent application. During the recent VCU Office of Grants and Contracts Accounting/Effort Reporting audit by the Office of Assurance Services, there were bonus-type transactions that were questioned and required detailed explanation to satisfy the allocability of the costs. Additional communication will be forthcoming.

Transition to subaccounting by NIH for Domestic, Non-Competing Continuation Awards

Implementation for domestic, non-competing awards has been delayed by one fiscal year; this implementation will now occur between October 1, 2015 and September 30, 2016. NIH will transition payment for all continuing domestic awards (i.e., Type 5 and Type 8) awards that have not yet transitioned to subaccounts from PMS pooled accounts (G accounts) to PMS subaccounts (P subaccounts). For these types of awards, PMS will establish subaccounts for each NIH award made on or after October 1, 2015.

Effort Reporting and ECRT Updates

All departments in ECRT must have an established Primary Effort Coordinator. This access is limited to one (1) Primary Coordinator per department. Additional Secondary Coordinators may be added as needed with viewing and reporting access only. Please utilize the ECRT Access Request form found on the Controller's Website when requesting new access or submitting updates/changes as necessary.

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

Semester certifications period 05-10-14 to 08-09-14 are due by 11-14-14

Quarterly certifications period 03-10-14 to 06-09-14 are due by 09-14-14

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

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

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

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:

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.

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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