December 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

Winter Closing Payment Processing Schedule

Winter Close is fast approaching and the countdown has begun!

Please make every effort to insure that receivers have been completed in Banner for invoices to process in a timely manner.

If you have any questions regarding Procurement Services’ Winter Closing deadlines please contact us at (804) 828-1077 or direct your inquiries to the email addresses as noted on the below schedule.


Cutoff Date

Cutoff Time

Transaction Type

By What Means


Contact with Questions

Dec 02

04:30 PM

Requisitions for Purchases Between $10k - $50k

(Fully Approved Requisition)

Requisitions for purchases between

$10k - $50k  must be received by this date to ensure PO processing prior to winter break

Dec 02

04:30 PM

Moving & Relocation Reimbursements

Email to (Successfully Delivered)

Moving and Relocation reimbursement requests received by this date with all necessary documentation will be submitted to Payroll

Dec 09

04:30 PM


Invoices received via USPS or Email to (Successfully Delivered)

Invoices received "after" this cutoff will ONLY be processed as time permits

Dec 09

04:30 PM

Travel & Personal Reimbursements

Chrome River
(Fully Approved Transaction)

Requests received "after" this cutoff will ONLY be processed as time permits

Dec 15



P-Card Transaction
(Fully Approved by Vendor)

Bank of America (BOA) transactions posted from 11/14-12/15/16 will be processed before close

Dec 20

4:30 PM


P-Card Allocations

Allocations must be completed by close of business in order for Banner upload to be completed

Limitations on Receiving Vendor/Contractor “Gifts”

Vendors and contractors at times seek to express their appreciation for the University's business through gifts, especially during the holiday season.

As a public institution, VCU and its employees are required to follow assorted rules and policies governing procurement, conflict of interests, ethics and receipt (and reporting) of gifts. It is the general practice of VCU and its employees “not” to solicit or accept gifts of any kind from vendors or contractors, not only throughout the holiday season but throughout the entire year.

If vendors or contractors have sent gifts in the past, we highly encourage departments to send a notice, similar to the notice at 2016_Notice_to_Vendors_RGDG_Gifts, to preclude mishaps during the upcoming holiday season. In addition, any gifts that are received should be politely and promptly returned with similar notice to the vendor or contractor.

If you have any questions about soliciting or accepting gifts from vendors or contractors, please contact Brenda Mowen, the Director of Procurement Services at or 8-3661.

Travel Services 2017 Training Dates

Travel Services is actively working on dates for Travel Policy & Procedures, Hands-On Chrome River Training and Hands-On Christopherson Training (New! In 2017). We have tentatively set the following dates for January, once we are able to reserve classroom space, we will have these available for registration on Procurement Services’ website.

Travel Policy & Procedures:  January 10th (MPC), January 12th (MCV)
Hands-On Chrome River: January 17th (MPC), January 18th (MCV)
Hands-On Christopherson: January 24th (MPC), January 25th (MCV)

Dates are subject to change based on classroom availability

[Back to Top]

Finance and Administration

Staff Holiday Celebrations


As we enter the holiday season, many departments and units will be holding holiday celebrations to recognize and celebrate the staff during this time. This communication serves as a kindly reminder to remain responsible stewards of University resources and departments do not consider institutional funds (all ledgers) to pay for these activities. However, informal social events such as pot luck meals and desserts are certainly encouraged as appropriate ways for colleagues to share the holiday spirit. The use of other non-institutional funds for these activities should be considered with prudence.

The official University sponsored celebration will be the annual holiday reception from 3 to 5 pm hosted by President Rao at the University Student Commons on the Monroe Park Campus on December 6, 2016.

Thank you.

Karol Kain Gray
Vice President for Finance and Budget

Gail Hackett, Ph.D.
Provost and Vice President for Academic Affairs

[Back to Top]

Treasury Services

Wells Fargo Recognition Card Service to End on December 31

The Recognition/Gift Card service offered through Wells Fargo will end on December 31, 2016. You can continue to distribute any Recognition Cards that you have on hand. Existing cards will continue to work in accordance with their cardholder agreement and funds will not expire. You may continue to order cards through December. We are looking at other options for a prepaid card service.

[Back to Top]

Controller's Office

Incomplete Documents

The Controller’s Office deletes over 100 incomplete journal entries each month. Everyone who has an incomplete document is notified to complete or remove their entry. If you receive the monthly e-mail from Controller’s Office titled Incomplete Documents, you have something that needs to be addressed.

From the moment you have a document number to the time your journal voucher is approved, it is an incomplete document. Here are steps to ensure your entries do not get deleted:

  1. If you start an entry but cannot complete it at that time, record your document number so you can return to it later rather than starting a new entry.
  2. If you start an entry and decide it is no longer needed, please remove the record that was created.
  3. Monitor your Banner Messages. This is how you are notified when your journal entry is approved or denied.

If you have any questions, please call the Finance help Line at 828-0388.

Grants & Contracts Accounting/Effort Report Updates

FYI and further distribution:

Final close-out expenses/corrections for months of November and December: 
In preparation for many upcoming Final Financial Reports (FFRs) which are due at month end in December, and due to the University holiday closing schedule, Grants and Contracts Accounting (G&C) requests your assistance with having all encumbrances liquidated, payments processed, and any corrections to closing grants/contracts/subawards finalized by the 9th of Dec. in order to meet final reporting requirements. If assistance is needed, we are happy to partner with you to determine applicability.

Industry Clinical Trial Invoices: 
Where industry clinical trial contracts require billings based on contracted deliverables, the principal investigator should provide Grants and Contracts Accounting the number of patients or other deliverable detail for billing the sponsor.

Should the department take the responsibility for billing the Industry Clinical Trial sponsor, the department is responsible for collecting funds for all transactions billed by the department. In this instance G&C requires a copy of the invoice so that Cash Compliance staff can properly credit the correct trial upon payment. The invoice should be emailed to and to the G&C Accountant for proper accounting, and in order that the G&C Accountant is aware to increase the budget accordingly in the amount of revenue received. In the event funds are not collected from the sponsor, the principal investigator will be responsible for the cash deficit balance.

Cost Overruns Policy – How to remove Deficits: 
Your assistance is needed. Due to the impact that Banner Indexes in deficit have on monthly invoices to the Sponsor, you are requested to pay special attention to the existing deficit policy located at It is the responsibility of the department head, fiscal administrator, principal investigator and/or responsible person to ensure that adequate funds are available for expenditure transactions, including payroll disbursements. Should any index be in a deficit position for two consecutive months, no further transactions will be processed against the index until the deficit is eliminated. Exceptions to this policy will be granted only when special arrangements have been made in advance. Such arrangements must include a specific plan for eliminating the deficit on a permanent basis.

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 were due by 09-14-16

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

Semester certifications period 5-10-16 to 08-09-16 were due by 11-14-2016

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

Semester certifications period 08-10-16 to 12-24-16 are due by 03-21-2017

Semi-Annual certifications period 06/10/16 to 12/09/16 are due by 04-21-17

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:

Effort Reporting’s website:
Helpful Tools

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]