August 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

Recent Fraud – VCU & IT Vendors

Over the past month unknown individuals have been issuing fraudulent RFPs, POs, Sales Tax Exemption Certificates and Credit Applications under VCU’s name and directing suppliers to ship IT and other portable supplies (i.e., laptops, external drives, cameras) to fraudulent addresses outside and inside Virginia.

The fraudster is using forms that “look like” VCU’s, including the names of actual VCU employees, VCU’s Bill-to Address and Procurement Services’ street address, however, phone numbers and email addresses are slightly varied and not always noticeable to suppliers. Because of this, some suppliers have engaged in phone conversations and emails with the fraudster and sent large shipments to “Ship To” locations that are not VCU’s. Also, the fraudster has forged VCU employee signatures on Virginia Sales Tax Exemption Certificates and Purchase Orders.

If you receive calls from suppliers questioning the authenticity of an RFP, PO or any other “purchase” or AP activity, please direct the caller to the “Fraudulent Procurement Activity Alert” posted on Procurement Services’ website at https://procurement.vcu.edu/

While this particular fraud is being perpetrated against suppliers, VCU employees who make purchases and approve invoices should always be vigilant of potential purchasing and payment scams, avoid any activity that feels suspicious and report your concerns immediately to Procurement Services


Travel and Corporate Card Policies and Trainings

Travel Policy & Procedures training will be available beginning in August. This revised classroom training delivers a comprehensive review of VCU travel policies, guidelines and procedures. Travelers, delegates and approvers are encouraged to attend; seats are limited so registration is required.

Chrome River Training

Based on feedback from previous training classes, Chrome River training will now be hands-on. The Travel Policy & Procedures Training is now a pre-requisite to this hands-on course. Travelers, delegates and approvers are encouraged to attend; seats are limited so registration is required.

Pcard Policy and Works Classroom Training

Cardholders and reviewers are encouraged to sign up for the Pcard Policy and Works trainings available starting in. The class will give an overview of policies and procedures for the Pcard program including online reconciliation, GL allocations, receipt imaging, and much more.

For more information about classroom trainings and to register for any of the classes above, please visit: Take a Classroom Course


BOA Works GL Allocations

Cardholders and Reviewers who are using the GL allocations functionality in Works are reminded that these GL fields: Agency Code, Index, Account, and Department number are required. To ensure you select a valid code, click in the field and choose “See more”, the available codes will be displayed.

Allocations can be done as soon as the transaction appears in Works. Cardholders and Reviewers will have five (5) business days after the cycle close change default allocations. All P-card transactions are uploaded to Banner on the sixth business day.


BOA Works New Amazon PCO Field

Amazon.com transactions are required to have a confirming eVA PCO entered. To assist with monitoring this requirement, cardholders must entered the confirming PCO number into “GL05: Amazon PCO #” in the BOA Works. The number may be entered as “PCO1234567” or “1234567.” This information is available on our website here.


Chrome River Expense Report Tracking

Expense owners (travelers) and delegates have the ability to track the progress of expense reports in Chrome River. The expense report can be seen in the Expense owners “My Recently Submitted Expenses” queue. Highlight the expense and click “Tracking” in the menu.

image of chrome river submission window

A new window will appear, users can see who the current approver is (Show Current), who previously approved the expense report (Show All), and who is projected to receive the expense report next (Show Projected).

Approvers can check tracking by selecting “Inquiry” at the top of the page. Select “My Expense Approval Items”, click Criteria tab, enter Filter parameters, “Run Report”. Highlight the correct report and click “Tracking”.


Including Contract Numbers on eVA Purchase Orders

Approvers can check tracking by selecting “Inquiry” at the top of the page. Select “My Expense Approval Items”, click Criteria tab, enter Filter parameters, “Run Report”. Highlight the correct report and click “Tracking”.


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Business Services

New Mail Services Contract Awarded to Novitex

Novitex Business Solutions, Inc. was awarded the Mail Services contract effective July 1, 2016. Novitex has been the operator of VCU Mail Services since March 1, 1996. The new contract’s initial term is five years and contains two optional five year renewal periods. The Mail Services contract includes the processing of incoming and outgoing mail to mail satellite facilities, optional departmental mail pick-up and delivery ($60 per month) and various auxiliary services. See www.bsv.vcu.edu/mailservices/ for a detailed list of auxiliary services and other Mail Service capabilities. If you have any questions, Mail Services can be reached at 8-3868 or 8-1343 or by e-mail to LaVonne Tuck (ltuck@vcu.edu) or Donnette Haynes (haynesds@vcu.edu).


Exclusive Beverage Contract Awarded to Pepsi Beverage Company

Pepsi Beverage Company, operated by Bottling Group LLC, was awarded the Exclusive Beverage Provider contract effective August 17, 2016. The initial contract term is ten years and contains one optional five-year renewal period. The Exclusive Beverage Provider contract includes the distribution, selling, dispensing or otherwise make available, advertise, display, represent or promote beverages on the campuses of Virginia Commonwealth University (VCU). In addition, Pepsi has committed to install 10 touch screen Spire fountain drink machines (http://pepsispire.com/) at several locations across VCU. If you have and questions, VCU Dining Services can be reached at 8-1148 or by email to dining@vcu.edu.


Institutional RamSupport – Technology Equipment Protection Program

RamTech is proud to announce Institutional RamSupport, a new equipment protection program for departmental technology purchases. Just like the current RamSupport card program, Institutional RamSupport covers repairs, accidental damage and replacements for departmental tablets, laptops, desktops and other electronics such as printers and smartphones–all at a special institutional rate.

Institutional RamSupport works in conjunction with fixIT, RamTech’s in-house service and repair center, so departments can rest assured knowing there are fast and reliable options to protect their technology purchases.

Benefits of Institutional RamSupport:

  • Two unique plans to choose from: extended warranty only or extended warranty with accidental damage
  • Flexible terms; coverage can be purchased for a range of 2-4 years
  • 10% discount on departmental orders of 100 units or mor
  • One stop shop, no matter the brand, make, or model, fixIT is an authorized service provider for Apple®, Dell®, and many more computer manufacturers

For more information on Institutional RamSupport, please contact Rod Dadzie, RamTech General Manager, at dadziera@vcu.edu or 828-8324.


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Controller's Office

Grants & Contracts Accounting/Effort Report Updates

 Transferring Principal Investigators (Internal and External-Prime Sponsor)

Grants and Contracts Accounting (G&C) requests your assistance with alerting both G&C and OSP when the department receives notification that an internal Principal Investigator and/or an external (prime) Principal Investigator is separating/transferring. This form of separation may impact the awarding period of performance and/or the University’s ability to be appropriately reimbursed by the Sponsor. If assistance is needed, we are happy to partner with you to navigate these instances.

You asked – “What happens to information from OSP sent to G&C? (a) Who receives it, (b) what do they receive, (c) what are the steps?”

(a) G&C receives email from RAMS-SPOT (ospaward@vcu.edu)

(b) Example of the email that G&C receives:


ospaward@vcu.edu 9:23 AM (42 minutes ago)
 
to me
 

Dear Colleague:

An award has been processed for the project referenced below. Please click the Award number to log into RAMS-SPOT to view additional details.

Award Name/Number: Award for FP00003179 ( FP00003179_AW )
Funding Proposal Name/ Number: CB1 Allosteric Modulators: Molecular, Cellular and In Vivo Pharmacology ( FP00003179 )
Sponsor: University of Connecticut
 

(c) What are the steps – Internal G&C Procedure:

Using “How to Guide for Retrieving the G&C Snapshot: Receiving the Award Notice via Email:”

  1. Click on the Award Name/Number hyperlink ” FP00002035_AW”. This will bring you directly to the award in Rams-Spot.
  2. Select the “G&C Snapshot” tab
  3. Your screen will then appear similar to the example provided below.
  4. The Snapshot can be extracted in the following formats: XML, CSV, PDF, MHTML, Excel, TIFF File, and Word. Using the dropdown menu located on the disk icon “ ”, select the desired format. Please note, a pdf copy should be included in your grant folder. It may also be beneficial to download a copy in “Word” format, which will reduce data entry.

An example of the Snapshot (identifiable data removed): 

Grants & Contracts Award Snapshot

You asked – “What should we do, if a Sponsor sends an award directly to the principal investigator and/or department administrative staff?Per the Sponsored Programs Award Review, Negotiation, Acceptance and Notification Policy, “Only an Authorized Official may execute agreements on behalf of VCU. Please forward the agreement to the Office of Sponsored Programs via the RAMSā€SPOT system for review and negotiation.” Additional guidance is provided in the link below.

Sponsored Programs Award Review, Negotiation, Acceptance and Notification Policy


Effort Reporting and ECRT Updates

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

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

Semester certifications period 12-25-15 to 05-09-16 are due by 08-14-16

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

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

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

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

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 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.


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