November 2018

Published monthly, the Fiscal Administrators' News is where you can find the latest information regarding the Office of Procurement Services.

Table of Contents

Business Services

Mail Services Holiday Hours

Thanksgiving: VCU Mail Services will observe the university holidays by closing early on Wednesday, November 21 and closing all day on Thursday, November 22 and Friday, November 23, 2018. We will close at noon on Wednesday at both the Monroe Park and Medical Campus satellite locations and close at 1:00 p.m. at the main processing station located on Ownby Lane.

Christmas: New Year & Winter Shutdown: The university will be closed from Friday, December 21, 2018 until Tuesday, January 1, 2019. To assist our customers, VCU Mail Services will operate under special hours at all facilities. Mail Services will strive to keep the mail flowing during the winter closing.

VCU Mail Services will observe (close) for the university scheduled holidays on December 24, 25, 31, 2018 and January 1, 2019. On December 26, 27, and 28, 2018, our facilities will be open from 8:00 a.m. to 1:00 p.m. on the MCV Campus and from 10:00 a.m. to 12:00 p.m. on the Monroe Park Campus. All incoming mail will be sorted and posted to the mail boxes daily. All outgoing mail received before the facilities close will be processed the same day.

Departments currently receiving pickup and delivery services must contact VCU Mail Services in writing or by email to request service during the winter closing. Otherwise, mail deliveries will resume on Tuesday, January 2, 2019.

Please be on the lookout for our “Special Hours of Operation” memo for more information in the coming weeks.

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Grants & Contracts Accounting

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, deliverables, 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. The preferred method to communicate these instances, would be an email to and We appreciate your assistance. Thank you.

New Subaccount Form: Office Of Sponsored Program (OSP) And Grants And Contracts Accounting (G&C) Handoff Subcommittee Update

Members of the subcommittee have created a form to assist with the creation of internal subaccounts and the issuance of subaccount budgets. It is anticipated that this form will be available in December/January time frame.

New Advance Index Request Form:

G&C is currently revising the Advance Index Request to make it more user friendly for departments. Once the revisions are completed, this form will be available on our website and potentially in RAMS-SPOT (in the future).

Account Create Memo/Grant Establishment:

G&C request your assistance with ongoing reviews of the data attributes identified on the account create memo. In addition to this information, we request that you review the program code assigned during the grant establishment process in Banner. The descriptions of each of the program codes are available via the link below. Additional guidance is provided on the form itself. Your assistance is greatly appreciated.

Program Codes:


We have a large number of FFRs due between November and December. FFRs due in December will be completed prior to Winter Break. Thus, there will be an increase in communications from G&C to departments over the upcoming weeks. We request the department’s assistance with timely reviewing and returning closeout documents.

OMEGA Announcement:

Departments with VDOE awards that ended in 09-30-18: Please log into OMEGA to see the latest announcement and its potential impact to your awards. We are here to partner with you in the process. We request that you work with your VDOE contact and G&C accountant to ensure we meet the Sponsor’s deadlines. An email will also be sent to the departments.

Effort Reporting Deadlines

The certification period for the Summer Semester Term (05/10/18 through 08/09/18) was released on 09/24/18, with a certification deadline of 11/25/18.

The certification period for the Second Semi-Annual Term (12/10/2017 through 06/09/2018) was released on 10/08/18, with a certification deadline of 12/07/18.

The certification period for the First Quarter Term (06/10/18 through 09/09/18) was released on 10/15/18, with a certification deadline of 12/14/18.

Please take special note: The certification period for the Fourth Quarter Term (03/10/18 through 06/09/18) was extended to 09/21/18. Outstanding certifications for this period are overdue. Please encourage your certifiers with outstanding statements to certify as soon as possible, and please process any certified statements you may have in your queue. Our office continues to follow up on these as well.

If you have any questions or need assistance with Effort, please feel free to contact Effort Reporting at

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Controller's Office

FY19 Fringe Rates

VCU's fringe rates for FY19 have been approved. They are 39.4% for faculty, university and classified staff and 8.1% for hourly employees. The rates will be updated in the system for the October 25-November 9th payroll. For payrolls 12-20, adjustments will be made by the Controller's Office based on the data in the system for each of these payrolls as of November 26th. No adjustments will be made for PHAREDS posted after November 26th.

The rate agreement can be found at DHHS rate agreements

If you have any questions, please call the finance help line at 828-0388.

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Procurement Services

Upcoming Multifunction Printer / Copier Program

In support of an Technology Services led initiative, Procurement Services is assisting with a university-wide Managed Print Services and Print Optimization program—One Print—which will, over time, consolidate leasing, service, and support of all our print and copy devices under a simplified agreement.

This will help us to improve the print and copy experience across campus with new, upgraded equipment, streamlined ordering with transparent pricing, and simplified support. Here’s the best way to explore new print and copy device options during the interim period before the One Print program is fully up-and-running:

Watch for more updates at or email questions to

Winter Close Dates For 2018

The Office of Procurement Services has released the winter closing schedule for 2018. The schedule includes cut-off dates for several transaction types common in the university. Fiscal Administrators should be aware of and plan for winter closing by coordinating relevant transactions to complete prior to the close dates in the schedule.

Please use this Winter Closing 2018 Spreadsheet to reference the schedule.

Upcoming Supplier Diversity Exchange

In service of the university’s commitment to improve supplier diversity, especially with women and minority-owned small businesses, the Office of Procurement Services has organized an upcoming Supplier Diversity Exchange event. This event will offer individually invited local and regional Department of Small Business and Supplier Diversity (DSBSD) certified small, women owned, and minority-owned (SWaM) businesses an opportunity to connect with VCU departments.

The exchange aligns with VCU’s commitment to diversity by improving our spend with diverse suppliers. Currently, only a small portion of VCU’s overall spend is transacted with DSBSD SWaM businesses. This is particularly true for women and minority-owned small businesses. Increasing our overall spend with SWaM vendors contributes to the vibrancy and health of both our local communities and economies. These vendors oftentimes offer the same services and commodities as larger competitors.

Several departments with high spend in areas that can likely be sourced from SWaM vendors have been identified by Procurement Services and invited to attend. Those departments will be provided with a table to display departmental materials or handouts that may benefit the vendors to better understand their departmental purchasing needs.

The Supplier Diversity Exchange will be held on December 4, 2018 from 9:00 AM to 12:00 PM in the Siegel Center. Dr. Aashir Nasim, Vice President for Inclusive Excellence at Virginia Commonwealth University will provide opening remarks at the event. Please feel free to reach out us at (804) 828-5954 with any questions. Thank you for your support!

Update On RealSource Info Sessions

Thanks for referring individuals to attend our 1-hour RealSource Info-Sessions. To date roughly 360 persons have attended one of our 6 sessions and comments have been generally positive. There are only two sessions remaining, one on each campus. Both are open to all employees, however, content will focus on persons who interact with supplier on-boarding, eVA, Banner receiving, and/or VCU purchase agreements. Your help in encouraging participation for the remainder of our users would be greatly appreciated (see

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