March 2015

Table of Contents

Procurement Services

Christopherson Business Travel - Required Profile Update

Christopherson agents will not be able to assist with booking travel until the traveler profile is complete. This could cause a delay in booking desired flights and potentially increase costs.

Traveler profiles are created by a Banner feed sent to Christopherson, but only include Banner information. The profile requires a phone number (cell preferably), validating the name, gender and date of birth for TSA requirements.

Profiles must be updated by the traveler or by a person delegated to book travel for the employee, prior to booking travel with Christopherson. This is only required the first time you book, but can be updated at any time if information (cell, address, frequent flyer) needs to be changed. The OBT will prompt you to complete the profile before booking. If booking with a travel agent, your profile must be complete to ensure your personal information is correct. If booking for a guest of the university, the profile of the VCU employee responsible for the booking must complete.

Information on updating your profile can be found at: https://procurement.vcu.edu/i-want-to/travel/book-travel/.

If you have any questions, please contact Ashley Verdecchia at aeverdecchia@vcu.edu.


The DoubleTree in Downtown Richmond is Closing

The DoubleTree by Hilton located at 301 West Franklin Street is closing on March 2, 2015. It has been purchased by another hospitality company and will undergo a year-long renovation, reopening as a Graduate Hotels property sometime in early 2016. The hotel sales staff should have reached out to VCU departments with fully executed contracts for events taking place between March 2015 and January 2016 to arrange for alternative accommodations.

If your department has a contract with the DoubleTree by Hilton at 301 West Franklin Street and have not been contacted by the hotel, it is imperative to contact Nick Fetzer at nbfetzer@vcu.edu or 804-828-3409. Procurement Services will work with you to minimize the impact to your event.


New Version of Bank of America Works Available

Bank of America has launched a new version of the Works system. Cardholders and reviewers will receive an email with detailed instructions and training information in the coming weeks. Pilot departments have been using Works 4 for several months and have given very positive feedback on the new and improved features:

  • An account dashboard that will show the cardholder the % of credit limit used and available credit
  • Easier search options that is available now in Works 4 to all users under the improved auditing function
  • An updated reporting module that allows the user to apply more filtering

Procurement Services is continuing to explore additional functionality available in Works 4 for practical application by university in the future.

Cardholders and approvers may start using the new version of Works now: 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.


Respecting A Vendor’s Need for Prompt Payment

As an anchor institution for Greater Richmond, VCU contributes to the economic vitality of the region in many ways, including buying goods and services from small and local vendors. After the goods and services have been received, VCU has both an ethical and contractual obligation to respect the vendor's need for prompt payment. VCU's prompt pay practices not only provide economic stability to our good vendors, but contribute to the overall financial strength and credit rating of the institution.

A common impediment to meeting VCU's payment obligations is the late keying of receivers into Banner. Because the number of late receivers is uncomfortably on the rise, Accounts Payables will be circulating additional reports and contacting departments about records that repeatedly go unresolved. In addition, Accounts Payable will be evaluating VCU's current receiving practices, historical data and trends, likely causes of late payment and possible improvements. During the summertime, a report with recommendations will be circulated to all Fiscal Administrators.

Because Accounts Payable has limited staff, please kindly remind staff with "receiving" responsibilities to respect a vendor's need for prompt payment and to key receivers into the system AT THE TIME THE GOODS OR SERVICES ARE RECEIVED, not after the invoice is received, budget issues are resolved or the vendor begins to complain. Last, please encourage your staff to contact Accounts Payment if they need any help in resolving payment issues.


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

Amazon Tax Exemption Program

As reported in the October 2014 FA Newsletter:

Departments using Amazon.com for online purchases should enroll in the Amazon Tax Exemption Program (ATEP) to avoid paying taxes on online purchases. To enroll in this program, you must provide Amazon with a copy of our Tax Exemption form available at http://www.controller.vcu.edu/uco/st12.pdf. To register on their website, go to the “Amazon Tax Exemption Program” link located in the Settings section of “Your Account.” Once you have registered for the program, all future orders, sold by Amazon.com, LLC and Amazon Digital Services, Inc. will be tax exempt. If the items are fulfilled by any other seller, you must contact that seller directly to request a refund for the sales tax.

If you have already made a purchase and were charged tax, please contact Amazon to receive a credit back. If you have any issues signing up online please call Amazon Customer Service directly at 1-866-216-1072.

Please note when using the wizard to complete the exemption form, if you exit it at the point where you select a state you will then be allowed to upload our exemption form. If you do not exit the wizard at this point it will expect you to sign the form and that is not appropriate. We need to use the official University form.


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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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