January 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

Compromised P-card Replacement

Bank of America has seen an exponential increase in fraud and card compromises in the last several months. In response, they have begun systematically replacing cards that may be comprised by data breaches and/or “card-not-present” fraud.

Also, you may log into Works and see that the last four digits on your card are different. This means that the card has been replaced and the new one is en route to you. The card in your possession will continue to work until the new card is received and activated.

If you receive a new card from BOA, please activate it immediately and shred your other card.

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

P-card Best Practices

P-card Best Practices is an infographic of “do’s and don’ts” for using your P-card. Please review the document and disseminate to your departmental cardholders and reviewers. This document has been added to the “I want to use a P-card” page as well as the Document Library.

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

New P-card Design

Beginning Wednesday, January 4, 2017 a new card design will be on file with Bank of America. This design is in line with our VCU brand standards and will differentiate P-cards from the FSA card.

Currently, the new design will only be issued whenever a card is replaced or a new card is issued. A plan is being developed to replace all cards with the new design by the end of calendar 2017.

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

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Export Compliance Office

New International Travel Training Requirement

As part of an expanded effort to provide better and more comprehensive information on compliance issues, VCU's Export Compliance Office (ECO) will be offering training for all international travelers. The training will cover technology exports, international sanctions, Foreign Corrupt Practices Act, and Anti-boycott compliance.

This new training is highly recommended for all international travelers and is mandatory for travelers destined for sanctioned or embargoed countries (contact ECO if you have questions about your specific destination).

ECO will offer in person training that will satisfy the mandatory training requirements on the following dates and times.

January 12th 11:00a – 12:00p Monroe campus, Engineering West Room 401
January 18th 11:00a – 12:00p Medical campus, Biotech One, Ball Conference Room
May 25th 01:00a – 02:00p Monroe campus, Engineering West Room 401
September 7th 11:00a – 12:00p Medical campus, Biotech One, Ball Conference Room

In addition, online training that will satisfy the mandatory training requirements is available at www.citiprogram.org

While there are several courses available, "Introduction to Export Compliance (ID: 16800)" is sufficient to meet the mandatory training requirements.

Export control laws and other international compliance issues carry serious penalties for the University as well as the individual. As always, if you plan to take technology (other than your work laptop) or unpublished research with you to a foreign country, or conduct research in a foreign country, please reach out to ECO for further guidance.

Additional information on VCU procedures for export compliance and safety guidance from other VCU offices can be found at the VCU International Travel Webpage.

If you have questions, please contact exportctrl@vcu.edu.

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Controller's Office

Grants & Contracts Accounting/Effort Report Updates

FYI and further distribution:

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 gcacash@vcu.edu 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 http://www.controller.vcu.edu/grants/gc-admin/gcadmin2008/G&CCostOverruns.htm.  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 06-10-16 to 09-09-16 were due by 12-14-16

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 09-10-16 to 12-09-16 are due by 03-14-17

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:

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

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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