April 2017

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

Beware of Scams Involving Toner and Office Supplies

Please be aware that scammers are once again actively calling VCU departments trying to trick or pressure VCU staffers into ordering or confirming the order of toner or other supplies. Please continue to remind staff that The Supply Room Company is VCU's mandatory contracted vendor for office supplies and toner, and that other companies are not to be used. It is important that VCU staff not provide any information to scam callers claiming to be from office supply companies, as even the smallest amount of information can be used in a scam. When in doubt, please refer suspicious or persistent callers to Procurement Services and then hang up.

Punch-out Catalogs & Electronic Invoicing Vendors

Procurement Services is working with several vendors to achieve efficiency in ordering and paying invoices as well as ensuring departments are obtaining the correct contract pricing. The goal is to use the punch-out catalogs in eVA, which enables the vendor to receive/process the order and issue the invoice electronically.

In order to achieve success with this process, it is necessary for eVA users to enter their orders using the vendor’s punch-out catalog. These catalogs should also be used for e-quotes. A listing of vendors who are submitting invoices to Accounts Payable by using the electronic invoicing process are located on the Procurement Services website.


To eliminate duplication of work, paper invoices from these vendors should not be mailed to Accounts Payable or emailed to the mailbox deptnvoices@vcu.edu after their go-live date.

New vendors will be added as they come aboard. Please continue to monitor the listing.

If you have any questions about the use of punch-out catalogs and electronic invoicing vendors, please contact Accounts Payable at 804-828-1077 option 5.

Next Day or Expedited Payment Requests

Before submitting next day payment requests to Accounts Payable, please make sure that the receiver has been entered in Banner. This includes payments to individuals for ICA, Honorarium, and Awards and Prizes. Other types of payments affected are US Immigration and registrations. Remember if a purchase order is required for the payment, a receiver is required as well.

Thank you.

2017 Travel Card Training

The 2017 Travel Card Training is now available in Blackboard. All current Travel Cardholders must complete the mandatory training each year and pass the test with a score of 90% or better. The test must be completed by close of business on Friday, April 14, 2017. Failure to complete the test by the deadline will result in the cancellation of the Travel Card.

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

Travel Card – Payment Center Emails

Beginning April 17, 2017 emails from Bank of America Payment Center will come from the email address PaymentCenter@baml.com instead of notifications@centresuite.com. The emails will also contain branded Bank of America Merrill Lynch headers to make it easier for you to identify authentic communication from the Bank regarding your Travel Card. If you are filtering these emails, please update your spam filters and email settings accordingly.

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

Reviewer Classroom Training

Corpcard is offering the last Reviewer classroom training of Fiscal 2017 on April 27th at 9:00 am. New as well as veteran Reviewers are encouraged to attend. This course covers Pcard policy and procedure as well as receipt imaging and in depth training on General Ledger Allocations. This class will not be offered again until August. You may sign up on training.vcu.edu or by clicking here.

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

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Business Services

Campus Partners and Services New Changes or Offerings

The Department of Business Services partners with a range of companies to best serve the VCU community. The following campus partners and services have new changes or offerings.

Novitex Enterprise Solutions, the management company for VCU Mail Services, is merging with a company called SourceHOV. Upon completion of the merger in the second quarter of 2017, the new company name will be Exela Technologies. The merger will not change any of the mail services currently provided at VCU.

Pepsi Beverage Company, operated by Bottling Group LLC, is the Exclusive Beverage Provider for VCU. The Exclusive Beverage Provider contract includes the distribution, selling, dispensing or otherwise make available, advertising, display, representation or promotion of beverages on the campuses of Virginia Commonwealth University (VCU). This includes catered events. If your department is catering an event, you must require that your contractor only provide Pepsi-branded beverages. These Pepsi-branded beverages include carbonated and non-carbonated soft drinks, fountain teas, bottled teas, coffees, juices, isotonic beverages and bottled water. If you have and questions, VCU Dining Services can be reached at 8-1148 or by email to dining@vcu.edu.

The VCU Office of Trademarks & Licensing ensures proper usage of VCU’s name and symbols by monitoring the quality and consistency of all merchandise bearing VCU marks. All merchandise bearing one or more VCU marks must be produced by a licensed vendor. If your department is planning to produce t-shirts or some type of giveaway product featuring a VCU mark, visit bsv.vcu.edu/trademarks-and-licensing/ to view the complete list of licensed vendors and to learn more about the trademarks and licensing process.

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Controller's Office

Grants & Contracts Accounting/Effort Report Updates

FYI and further distribution:

Upcoming training opportunity - Due to a continued campus-wide expressed interest in training, G&C Accounting is currently working with the VCU Procurement Office to finalize terms with the National Council on University Research Administration (NCURA) to bring their Traveling Financial Research Administration Workshop (FRA) training opportunity once again to the VCU campus. The dates that are scheduled for the 2.5 day workshop are Monday, May 15 - Wednesday, May 17 to be held at the Larrick Student Center. The cost per attendee in 2013 when the workshop was brought to VCU was $545 per attendee. Due to increased costs by NCURA and catering, the cost this time is expected to have a slight increase, and will be communicated as soon as prices have been determined for the cost of food & beverage, AV, and room rental. Additionally, the formal program agenda and VCU Registration link will be forthcoming when all arrangements have been formalized.

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.

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 RAMS‐SPOT system for review and negotiation.” Additional guidance is provided in the link below.
Sponsored Programs Award Review, Negotiation

What should we do, if a subawardee notifies the University and/or Principal Investigator that additional funding is needed to meet the objectives of an existing award? The Principal Investigator should not obligate University funding without having the appropriate subaward agreement from the Office Sponsored Programs.

Per the Sponsored Programs Award Review, Negotiation, Acceptance and Notification Policy, “Only an Authorized Official may execute agreements on behalf of VCU. Please notify Office of Sponsored Programs if a modification of an existing agreement needs to be considered. Additional guidance is provided in the link below.
Sponsored Programs Award Review, Negotiation

Cost Transfers on Sponsored Projects – Focus of increased audit review:
Effective immediately, all cost transfers to sponsored programs are subject to be reviewed for detailed documentation. You should ensure that your department has established written internal controls to minimize questionable cost transfers, as well as other non-compliant post 60-day cost transfers, and that the internal controls are documented in your department’s ARMICS measures. Federal regulations require additional documentation to support ALL cost transfers to sponsored program indexes. Costs may not be shifted to other research projects or from one budget period to the next period solely to cover cost overruns. Cost transfers based on funding considerations are prohibited (i.e., cannot transfer costs to use up remaining funds).

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 were due by 10-21-16

Quarterly certifications period 09-10-16 to 12-09-16 were due by 03-14-17

Semester certifications period 08-10-16 to 12-24-16 were 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:

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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