June 2015

Table of Contents

Procurement Services

Fiscal Year-End-Close Activities Calendar

Please access the below link for a list of Fiscal Year End transaction cutoffs pertaining to Procurement Services, including invoices, POs, requisitions, receiving, travel and personal expenses. Please make best attempts to process your transactions before the stated deadlines otherwise they may not be processed on time.


Bank of America Works 4 Upgrade

Bank of America has launched a new version of the Works system: Works 4. The old version of Works has now been disabled and is not available for use.

Cardholders and Approvers must use the new version of Works: https://payment2.works.com/works

Be sure to check Bank of America’s supported browsers for Works 4:https://payment2.works.com/works/session/requirements

If you have any questions, please contact us at CorpCard@vcu.edu.

[Back to Top]

Controller’s Office

Grants & Contracts Accounting/Effort Report Updates

FYI and further distribution:

Welcome new employee - Charlotte Ross joined the G&C Accounting Alpha Team on April 27th. She brings to VCU valuable prior experience from the VA Department of Social Services and from the VA Department of Health.

VCU Fiscal Year End - Remember that sponsored project expenditure and deposit transactions in Banner must adhere to the VCU Controller’s Office Year End Schedule 2015 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 25, unless the award/index is pending an official sponsor approved extension or continuation.

Final Expenditure Reports (FER) - Your assistance is needed. 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. This 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. 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. Non-compliance risks, inaccurate data in Banner, as well as the potential for unreimbursed or unreported costs on sponsored projects having to be recovered by departments, are greatly increased when an FER is not returned to the Accountant when requested.

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

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

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

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

***Mandatory compliance training will be coordinated for currently reported repeat overdue certifiers in the following category (to include clinical only certifiers):

Semi-Annual certifications period 06/10/14 to 12/09/14 were due by 04-21-15

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.

[Back to Top]