April 2016

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

Table of Contents

Procurement Services

Annual Training for P-Cardholders and Reviewers

To ensure that cardholders and reviewers understand the University’s P-card policies and procedures, the Commonwealth of VA mandates that each person with Purchase Card responsibilities must successfully complete an annual online knowledge test.

Test must be completed by Friday, April 29 2016 or will result in suspension of P-card privileges

  • Go to http://blackboard.vcu.edu/
  • Under “My Courses”, search for “2016 P-Card Training”
  • Reviewers must complete P-Card training and Reviewer training
  • Three (3) attempts are allowed to achieve a passing score

If you are not enrolled in the blackboard test or have any other questions, please contact corpcard@vcu.edu

Those who have completed testing since March 1, 2016 have met the annual test requirement.


P-card Allocations in Bank of America Works

VCU Corpcard will launch the GL Allocation feature in Works University wide on April 16th. Cardholders and reviewers are encouraged to sign up for the GL Allocations training available in April in classrooms across both campuses. For more information about classroom trainings see our website: Take a Classroom Course

Benefits to utilizing GL allocations include:

  • Ability to allocate to department indexes and expense account codes prior to transactions being loaded into Banner
  • Significant reduction or possible elimination of internal JVs

Procurement Services Micro-Survey Links

Procurement Services wants to hear from you about your experience with our staff and services. You will see a survey link in email signature lines for micro-surveys. These micro-surveys take less than 15 seconds to complete and will help us continue to deliver service excellence.

Please contact Sarah O’Neill at sdoneill@vcu.edu with any questions or comments.


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Controller’s Office

Grants & Contracts Accounting/Effort Report Updates

FYI and further distribution:

Nancy Nicholson was recently selected through the competitive hiring process as the new Gamma Team Leader. She has been with G&C Accounting (G&C) since 2009, and replaces Shavonda Gravely who recently moved into the Cash Compliance Coordinator role within G&C. Shavonda has been with G&C since 2007 and continues to be a significant contributor to G&C and the research community. Congratulations to both ladies on their increased responsibilities!


Effort Reporting and ECRT Updates

All departments in ECRT must have an established Primary Effort Coordinator. This access is limited to one (1) Primary Coordinator per department. Additional Secondary Coordinators may be added as needed with viewing and reporting access only. Please utilize the ECRT Access Request form found on the Controller's Website when requesting new access or submitting updates/changes as necessary.

Did You Know:
When certifying your effort card, you must click on the word “All” found on the lower right hand side of the card directly beside the green colored 100%, then click certify. Once this is completed, a message box will appear asking if you agree with the certification.

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

Quarterly certifications period 12-10-15 to 03-09-16 are due by 06-14-16

Semi-Annual certifications period 06/10/15 to 12/09/15 are due by 04-21-16

Quarterly certifications period 09-10-15 to 12-09-15 were due by 03-14-16

Semester certifications period 08-10-15 to 12-24-15 were due by 03-21-16

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

Remember to conduct proactive reviews (especially before grants close-out), communicate frequently with your faculty to verify the accuracy of their commitments, and to complete the processing of all ECRT cards assigned.

Other Effort Links:

ECRT URL: https://ecrtprod.asauxweb.vcu.edu/ecrt
Effort Reporting's websitehttp://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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