October 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 eVA & Banner Purchasing Test Reminder

The Annual eVA & Banner Purchasing test needs to be completed by close of business Monday, October 10, 2016.

To complete the course requirement, log in to Blackboard using your eID and password. Go to the My Blackboard tab and you will see the course listed on the right side under “My Courses". The course title is Annual eVA & Banner Purchasing Course 2016. Please review the items on the resources tab to help in completion of the test.

If you have any questions please contact evapurch@vcu.edu.


Receipt Imaging

Corpcard encourages all Cardholders to utilize receipt imaging. The benefits of receipt imaging are:

  • Reduces paper and supports “VCU goes green.”
  • Transparency for departments, Corpcard and auditors.
  • Allows off-site cardholders/reviewers to view receipts instantly.

For further information on receipt imaging, please see our Online Reconciliation Guide or attend a classroom training. For more information about classroom trainings and to register, please visit: Take a Classroom Course


Bank of America Works Recommended Settings

Bank of America Works is optimized for Firefox. Google Chrome and Internet Explorer are not supported Browsers. Using either browser will negatively impact sign on, receipt imaging, reporting and various other functionalities. Please be sure to use Firefox when accessing Works.

If you have further questions, please contact corpcard@vcu.edu.


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Controller's Office

Grants & Contracts Accounting/Effort Report Updates

FYI and further distribution:

Staff Update – Angela Brown-Conklin and Linda Gillis joined G&C Accounting’s Customer Service Teams on August 25, 2016. Angela came to G&C from the School of Engineering, and Linda is new to VCU coming from private industry Performance Food Group. Both have significant accounting experience and are excited to assist you.

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:

( 1) “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

( 2) “What information do you (G&C accounting) get from OSP?” An email with the Award Snapshot link

( 3) “Is the information you get from OSP enough to set up project accounts?” Not in all cases.

( 4) “If not, what information do you need to set up project accounts?” A Final Budget that matches award amount, and a Cost Share Authorization Form if cost share is listed as required on the SNAPSHOT.

( 5) “Can this information be extracted from RAMSPOT?” Not always, and oftentimes/currently the information is not in RAMSPOT (e.g. Cost Share Authorization Form), thus it is not efficient for G&C Accountants to search RAMSPOT for data to be loaded. The correct budget data to be loaded, or approved cost share authorization form which agrees with data that is reflected on the provided SNAPSHOT, needs to be provided to G&C along with SNAPSHOT or by the department administrator.

( 6) “If not, can this be added as a process before handoff to G&C?” RAMSPOT is still evolving and that question should be addressed with RAMSPOT or OSP staff.

( 7) “How do you know if there is a cost share component?” It should be acknowledged on the SNAPSHOT with a “YES” or “NO”, as well as with the Type of Cost Share if applicable.

( 8) “Where do you look in the OSP information?” On the first page of the SNAPSHOT.

( 9) “Do you need a cost share authorization form if cost share is indicated and approved in RAMSPOT?” Yes

(10) “What is your preferred way for getting updated information (new budget for example)? Should we wait until we get an email from G&C or send proactively? G&C Accountants can get the primary budget from RAMSPOT. Budgets that require loading sponsor restricted account codes, or where the department is requesting more detailed loading should be provided by the department administrator/grant administrator proactively at the time of receipt of the Award email from OSP/RAMSPOT. The Budget reallocation form located on the webpage http://www.controller.vcu.edu/grants/gc-admin/gcadmin2008/G&CLinksExhibitsForms.htm should be used and sent to the responsible Accountant or Team email. Additionally, if the new budget is a revision, then the Budget reallocation form should also be proactively sent to the responsible Accountant or Team email.


Effort Reporting and ECRT Updates

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

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

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

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

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

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

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

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 URLhttps://ecrtprod.asauxweb.vcu.edu/ecrt
Effort Reporting’s website: http://www.controller.vcu.edu/grants/effort.htm
Helpful Toolshttp://www.controller.vcu.edu/grants/ECRThelpfultools.html
FAQshttp://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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