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May 2013

Published monthly, the Fiscal Administrators' News is where you can find the latest information regarding the Office of Procurement Services.

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Procurement Services

Chrome River at VCU is live

We are now live with Chrome River, VCU’s new expense reimbursement tool. All travel authorizations and expense reports should be submitted through the system. After May 1, Travel Services will no longer accept paper reimbursement vouchers and will kindly ask you to resubmit through Chrome River. As a reminder, all travel and personal reimbursements now go through Chrome River; Moving and Relocation reimbursements are still completed via the paper form.

If you missed training, you are in luck! Travel Services has scheduled additional 2-hour training sessions by request. Please go to training.vcu.edu to sign up and search for Chrome River. If you still have questions after training, we invite you to attend an open Work Session for individual hands-on help. If interest is low in either the training or Work Session, then we will need to cancel. For more information on training, work sessions, and other help resources, please visit I want to learn about VCU Passport. We’ve recently posted two Cheat Sheets on Assigning Delegates and Processing Non-employee Travel, along with a section of Chrome River FAQs.

Finally, if you missed the recent process change, please note that.

  • All mileage reimbursement requests will be reimbursed at the IRS allowable rate of .565 regardless of miles traveled. Departments may be more restrictive. Chrome River allows for the rate to be edited to accommodate budget restrictions, grant parameters, etc.
  • The travel day reduction for meal per diem will change to 75%. This calculation does not back out incidentals from the calculations. Chrome River is configured to reduce the travel day to 75% when selected.

P-Card Online Reconciliation Process

The Online Reconciliation (OLR) process uses Bank of America’s online credit card management system (Works) to allow the cardholder to approve transactions online. Approved transactions are electronically sent through the workflow to the reviewer for approval. The reviewer has the option to review, flag, or reject the transaction. At the beginning of each new monthly cycle, the cardholder’s available balance is replenished, however, the amount available is reduced by the total value of the transactions that have not been fully approved by both the cardholder and reviewer. Cardholders and reviewers must approve transactions timely in accordance with established procedures or card privileges may be revoked. Specific guidance can be found in the Process Online Reconciliation section on Procurement Services website.

Please contact Thelma Stockton (8-4232) or Lena Massie (8-3407) with any questions or for more information.


Fiscal Year-End Processing

To facilitate payment this fiscal year, all invoices, revenue refund vouchers and travel reimbursements must be submitted to Procurement Services by 4:30 p.m., on June 14. We will do our best to process all invoices that are delivered within this timeframe.

Departments are responsible for monitoring their accounts to ensure that necessary payments have been processed. Receiving may be entered into Banner until 2:30 p.m., June 28 and if the invoice is posted and matches properly with the receiving, the expense should hit your index this fiscal year. Receiving should not be completed until July for any payments that are to be expensed in FY14.

Journal Vouchers (JV) can be processed until 5:00 p.m., on June 28, providing all approvals have been completed.

All BOA Visa purchasing transactions posted from May 16 to June 14, 2013 will be posted in Banner this fiscal year provided the index code associated with the cardholder’s P-card is not frozen. All purchase transactions submitted to BOA Visa after June 14, 2013 will be paid next fiscal year.

Other deadline dates that affect FY13 processing:

June 25 is the last day to process changes to purchase orders in eVA.

June 27 is the last day to process purchase orders in eVA.

If you have any questions regarding fiscal year-end processing for Accounts Payable, please call Jamie Holcomb, 628-2877; for Travel and Reimbursement Services, please call Sarah O’Neill, 828-5056; for year-end purchase processing, please call Betty Lowther, 828-5954; and for P-card expenses, please call Lauren Franks, 828-5063.


One Way Car Rentals

All one-way rentals should be booked with National Car Rental using the Virginia Commonwealth University dual-branded account number XZ21184. National Car Rental is the only brand that offers contracted one-way rates through the VASCUUP contract. Any one-way rentals booked through Enterprise will automatically remove any negotiated rates/policies including Damage Waiver.

National One-Way Rates
 
Vehicle Code Vehicle Class One-Way Daily Rates / Mileage
 
CCAR  Compact Car  $70.00
ICAR  Intermediate Car  $70.00
SCAR  Standard Car  $70.00
FCAR  Fullsize Car  $70.00
MVAR  Minivan  $65.50 / $0.40 per mile
SFAR  Standard SUV  $65.50 / $0.40 per mile
     

New tool for eVA Approvers

eVA has announced a new tool that provides an easy way to review and approve requisitions using your existing eVA login and password. It is called “eVA Mobile 4 Approvers.” It allows you to see all of the requisition details, including comments and attachments. It will also allow you to either approve or deny the requisition and add approver comments. Users that only do Approvals in eVA will find this is a fast and easy way to approve orders.

There are 3 options available and the links are provided on the eVA homepage and are listed below.

Users are encouraged to use the tool that is most beneficial for you.

If you have any questions you may contact eVA Customer Care at 866.289.7367 or 804.371.2525 or e-mail eVACustomerCare@dgs.virginia.gov.


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

FY13 Year-end Schedule

The FY13 year-end schedule has been posted on the Controller’s web site. It may be found at: http://www.controller.vcu.edu/finreporting/yrendschedule.pdf.

If you have any questions, please contact the Banner Finance Help Desk at 828-0388.

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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.