January 2015

Table of Contents

Procurement Services

Procurement Services Closing - 2PM, Friday 23 January, 2015

Procurement Services is moving from our current location to a new facility at 912 W. Grace Street over the January 24th weekend.

To facilitate moving all of our equipment, Procurement services (University Purchasing, Travel and Accounts Payable) will close at 2 PM on Friday, January 23rd. Procurement Services will reopen in our new location on Monday, January 26th at 10AM.

Please submit all requisitions, reimbursements, travel documents, invoices and any related procurement documents before 11AM the morning of Friday, January, 23rd.

Invoice Submission

Vendors should submit their invoices directly to Accounts Payable’s mailing address:
Accounts Payable
PO Box 980327
Richmond Virginia 23298-0327

Departments are urged to instruct vendors to comply and should not accept copies that are mailed or emailed to them directly unless specified on the contract.

Invoices received in Accounts Payable must reference a valid purchase order number. The invoice will not be processed and will be returned to the sender for correction.

Remember: Receivers are required in order to pay invoices promptly.

Christopherson Business Travel Online Booking Tool - New User Interface

Christopherson Business Travel's Online Booking Tool (OBT) has recently launched a new user-interface. The new look is intended to be more pleasing to the eye as well as provide a more seamless experience.

While the bulk of the OBT functions remain largely unchanged, there are two notable differences that our users should be aware of:

  1. If you are a delegate and are booking travel for someone else, in order to do so, click on \"Profile\" in the upper right hand corner. The box that pops up will have \"I am a delegate or travel assistant\" selected by default. Simply type the name of the individual you are booking travel for in the bar labeled \"Enter a Name\", and you will be able to book travel on that person's behalf.
  2. In order to book travel for a guest, you must click on \"Book for a Guest\" located just beneath the words \"Trip Search\" on the left-hand side of the page. Doing so will allow you to book travel for a guest traveler.

If you have any questions or encounter any issues with the new user interface of the OBT, please contact Ashley Verdecchia at aeverdecchia@vcu.edu or 628-2887.

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:

Office of Management and Budget (OMB) New Uniform Guidance (UG) effective 12/26/2014On December 26, 2013, the Office of Management and Budget (OMB) issued Uniform Guidance that will replace 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 will apply 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.

The October 29, 2014 VCU Research and Compliance Meeting (RACM) included a UG update. 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 http://www.research.vcu.edu/car_racm/oct29_2014racm.pdf. 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 on “must” vs. “should” language in the guidance. Links to a Quick Reference Guide and a notice regarding Procurement Compliance Conformance are expected to be added to the Controller/G&C website soon. Thanks for your patience and understanding.

90 Day NoticesEffective 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. The certification is still required regardless of the section completed. 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 http://www.controller.vcu.edu/grants/gc-admin/gcadmin2008/G&CCostOverruns.htm 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 http://www.controller.vcu.edu/pdf/ECRTbasesalarycategories.pdf 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:

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

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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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