April 2015

Table of Contents

Procurement Services

Christopherson Business Travel Air & Rail Bookings Now Integrate with Chrome River

Beginning Monday, March 30th Christopherson Business Travel will send fully booked air and rail itineraries for all employees to Chrome River. Travelers and assigned delegates can now "drag and drop" booking transactions to expense reports without the need to manually key the information into Chrome River. Information such as departure and return dates, receipt date, ticket price, and Banner index codes will be populated based on the information collected by Christopherson Business Travel at the time of booking. Guest traveler bookings are not sent to Chrome River.

The purpose of this integration is to save travelers time from manually entering data into Chrome River, as well as ensuring the air and rail tickets are part of the total trip's expense report.

For detailed instructions on how to use this new functionality, please visit: https://procurement.vcu.edu/i-want-to/travel/chrome-river-enhancements-and-new-features/#datafeed

If you have any questions, please contact Ashley Eline at elineae@vcu.edu.

Christopherson Itinerary Confirmation Emails

When utilizing a travel agent to book travel with Christopherson, agents will email the proposed itinerary to the VCU employee coordinating the travel for review and approval.

It is the responsibility of the individuals working with the agents to review and confirm the accuracy of the emailed proposed itinerary. Pay close attention to airports preferences, connections, layovers, and price. Approval of the emailed itinerary by a VCU employee confirms to the Christopherson agent that all information is accurate and they may proceed with final booking.

Itineraries with inaccurate information can lead to significant problems for travelers and a significant amount of work to correct after a booking is finalized.

If you have any questions, please contact Nick Fetzer at nbfetzer@vcu.edu.

Bank of America Works System - New Version Released

Bank of America has launched a new version of Works. Cardholders and reviewers received an email from Procurement Services Thursday, April 2 that included basic how-to guides and a video detailing basic navigation.

If you did not receive this email of if you have any questions about the new version of Works, please contact our Corporate Card Administrators at corpcard@vcu.edu or 828-1077.

Please contact us at corpcard@vcu.edu if you have any further questions or requests.

Contacting Procurement Services Just Got Easier!

Contacting Procurement Services by phone has gotten easier with the implementation of our new automated voice attendant. Through use of a central dial-in number, the automated attendant will greet and route callers, both within and outside of VCU, to the appropriate Procurement Services staff without excessive transfers. In addition, it will allow callers to "reach an operator" at any time during normal business hours and provide an after-hour contact information during VCU closures. Procurement Services is currently updating our website and information materials to more prominently display the central, departmental dial-in number, which is

(804) 828-1077

We encourage you to tell us about your experience using our voice attendant and how we can improve it.

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Treasury Services

Cashiering Services – MCV Campus Drop Box

The MCV Campus Drop Box has been temporarily relocated to room 305 of the VMI Building, 3rd floor in Student Health Services.

Credit Card Terminal Upgrades - EMV Compliance

Point of sale credit card terminals must be upgraded for EMV (Europay, MasterCard and Visa) chip capability by October 2015. EMV chip technology combined with PCI Security Standards offer a powerful combination for increasing card data security and reducing fraud. Treasury Services will be replacing the old terminals over the summer to ensure compliance to the new requirements.

Payment Card Information Training

All university employees who accept credit card payments or have access to payment card information are required to enroll in the PCI training course and complete an on-line knowledge test annually. The training and test are 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 Using "PCI".

Petty Cash Training

Petty cash training is offered as an on-line course and is designed to give an overview of the Petty Cash/Change Fund policies and procedures. The Custodian and the Dean/Department Head must complete the mandatory training and test annually. Go to http://blackboard.vcu.edu/ using your VCU eID and password and click on the "Courses" tab in the top row. Search using "Petty Cash".

Treasury Services Reminders

Notify Treasury Services by email at tresreport@vcu.edu if your department is expecting an incoming ACH/Wire. Include expected date of receipt, amount, sender's name, and Banner index/account to credit.

No bank account which in any way purports to be, or appears to be associated with VCU, or holds University or State funds shall be established or maintained without the prior authorization of Treasury Services. This authorization includes bank accounts affecting any University funds.

If you have questions, please contact Treasury Services at 828-6533.

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Controller’s Office

New Gift Processing Guidelines

Starting in January we no longer use donor intent to determine which legal entity deposits our gifts. The payee on the check will be the determining factor. This is resulting in many gifts being deposited at the University even if they have a mirror fund at one of the foundations. Below are the various scenarios that can occur and the actions that need to be taken:

  1. True endowment is received - new ETxxxx org must be created in Banner; funds will be transferred to a foundation for them to manage on behalf of the university. 4 (No restriction on how income can be spent) or 6 (Income use is restricted by donor) ledger, if one does not already exist, must be established in Banner to record income distributions.
  2. Gift is received that has mirror fund at one of the foundations - QR (restricted) or QU (unrestricted) fund is created in Banner for quasi-endowment. 4 or 6 ledger for income distribution should already exist in Banner since there is an existing fund at the foundation. Funds will be transferred to a foundation for them to manage on behalf of the university
  3. New gift is received that does not already have a fund at either the University or the Foundation - 4 or 6 ledger is created in Banner if it is under the $25,000 threshold for a scholarship or general endowment. Please reference the link below for guidelines on endowed faculty support. If it exceeds the threshold, follow steps in number 2 above except 4 or 6 ledger for income distribution will need to be created.


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Grants & Contracts Accounting/Effort Report Updates

FYI and further distribution:

Federal Uniform Guidance - On December 26, 2013, the Office of Management and Budget (OMB) issued Uniform Guidance that replaced the administrative, accounting, audit rules and principles currently promulgated in OMB Circulars A-21, A-110, and A-133. The Uniform Administrative Requirements, and Cost Principles found at www.ecfr.gov applies to new and incremental funding awarded on or after December 26, 2014. Existing Federal awards will continue to be governed by the terms and conditions under which they were awarded.

New links to VCU references such as the Uniform Guidance Quick Reference Guide are continuous. Additional links will be added on both the Controller and OSP websites as new guidance is available.

New FACR Codes – The new Uniform Guidance does not restrict the use of the 2.3% of the University’s recovery for the depreciation reserve, thus a new Index has/or is being created. The purpose of the new Index is to separately account for recoveries under OMB guidance effective before 12/26/14 with restrictions, and other recoveries under the new guidance without restrictions. In the new FACR Code the department portion will be increased by 2.3% and the naming convention should include “UG”.

Animal Use Charges (DAR) – Most Federal agencies due to the new Uniform Guidance are now enforcing the disallowance of the reimbursement of any costs allocated to grants which are not invoiced (receipt at the federal agency) within 90 days. Accordingly, in an attempt to minimize the loss of revenue to VCU your assistance is requested to closely review any sponsored project that is incurring monthly animal cage use charges, towards close-out upon receipt of a 90 Day Notice, or when requesting an Advance Index. Please provide the Animal Care Facility with the new index, and/or inform them of the expiring index. This will help reduce cost transfers and minimize other non-compliance or non-payment risks. The routine updating of room board sheets and cage cards by responsible P.I. staff handling the animals was recently also identified as an action not currently taking place consistently or enough as should be that will also reduce the risk of charge-back errors.

  • Reminder - 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. The FER used by G&C Accountants has been recently revised to identify carry-forward (if applicable) to be requested by the P.I. on budget year awards where not already specifically allowed by sponsor award type. The FER 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 : Until all Industry clinical trial billing is processed via the Oncore system, copies should continue to be provided by the Trial Coordinator or appropriate P.I. administrator to the gcacash@vcu.edu email address. This minimizes the risks of payments not being able to be associated with amounts billed.

Effort Reporting and ECRT Updates

***FAX Number change – Please use 804-828-8644 effective immediately

Effort Tip of the Month – “Mitigating the Risks”
-Know and proactively communicate with your researchers, administrators and personnel timekeepers.
-Periodically ask certifiers if there are any changes to their roles and/or responsibilities.
-Establish support schedules for your areas.

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

Semester certifications period 12-25-14 to 05-09-15 are due by 08-14-15

Quarterly certifications period 12-10-14 to 03-09-14 are due by 06-14-15

Semi-Annual certifications period 06/10/14 to 12/09/14 are due by 04-21-2015

Quarterly certifications period 09-10-14 to 12-09-14 were due by 03-14-15

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

Semester certifications period 08-10-14 to 12-24-14 were due by 03-21-15

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

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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