February 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

Contract and Purchasing Updates

  • The 2016 Guy Brown office catalog is now available to order using item # 1908508.
  • The Exemptions List has been updated to include additional procurement transactions that are exempt from eVA fees. When orders are entered in the eVA system, please enter the transaction as a PO Category X02. Neither the vendor nor VCU will receive an eVA transaction fee


As always please support small, women and minority-owned business in your purchase transactions!

Invoice Submission

Once again, we would like to remind you that as requested on VCU’s purchase order agreement, the vendor should mail original invoices, unless otherwise stated by the contract, to the billing address shown: Accounts Payable, PO Box 980327, Richmond VA 23298-0327.

If the vendor continues to email or mail the invoice directly to you, please return it to them with a reminder that invoices should be mailed to the address as listed on VCU’s purchase order.


Please remember to check your receivers needed report for invoices that have been entered by Accounts Payable but go unpaid because of missing receivers.

Thank you for your cooperation and attention.

[Back to Top]

Controller’s Office

Grants & Contracts Accounting/Effort Report Updates

FYI and further distribution:

Staff Update - Liana Fino joined G&C Accounting’s Alpha Customer Service Team on January 11, 2016. Liana came to VCU as a graduate from and former employee of Va Tech. She has already registered for the Spring OSP Sponsored Research Certification Program and is excited to assist you.

NOT-OD-16-044 http://grants.nih.gov/grants/guide/notice-files/NOT-OD-16-044.html
This Notice provides information regarding the salary limitation for NIH grant and cooperative agreement awards and extramural research and development contract awards (referred to here as grants). For FY 2016, the Consolidated Appropriations Act, 2016 (Public Law 114-113), signed into law on December 18, 2015, restricts the amount of direct salary to Executive Level II of the Federal Executive pay scale. The Executive Level II salary was formerly set at $183,300, increased to $185,100 effective January 10, 2016.

The NIH has released the November 2015 version of the NIH Grants Policy Statement applicable to all NIH grants and cooperative agreements with budget periods beginning on or after October 1, 2015. The revision supersedes in its entirety the current March 2015 version.

Federal Uniform Guidance - On December 26, 2013, the Office of Management and Budget (OMB) issued Uniform Guidance that replaced the administrative, accounting, audit rules and principles currently promulgated in OMB Circulars A-21, A-110, and A-133. The Uniform Administrative Requirements, and Cost Principles found at www.ecfr.gov applies to new and incremental funding awarded on or after December 26, 2014. Existing Federal awards will continue to be governed by the terms and conditions under which they were awarded. New links to VCU references such as the Uniform Guidance Quick Reference Guide are continuous. Additional links will be added on both the Controller and OSP websites as new guidance is available.

Program Income Index codes/Org codes in Banner associated with terminated grants are currently being reviewed again to ensure that VCU is compliant with Federal requirements on the treatment of program income. The University Controller’s Office policy on Program Income is located at http://www.controller.vcu.edu/grants/gc-admin/gcadmin2008/G&CProgramIncome.htm. Your proactive review and consideration of actions needed to assist your Principal Investigators close-out and properly report program income is greatly appreciated. If you have any questions, please contact your responsible G&C Customer Service Accountant or Team Leader.

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.

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

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

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

Semi-Annual certifications period 06/10/15 to 12/09/15 will be released 02-22-16, and due by 04-21-2016

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

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

Semester certifications period 05-10-15 to 08-09-15 were due by 11-14-15

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 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.

[Back to Top]