August 2019

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

Table of Contents

Grants & Contracts Accounting

Topic Highlight: Online Training Opportunities

NCURA YouTube Tuesday has a variety of short training videos. This month, we will be highlighting the videos below:

National Institute of Health (NIH) has a podcast called the “Institution Change Podcast” that contains useful information for team members new to research administration and or for team members who would like a refresher. New Principal Investigators in your areas may find this beneficial as well. Copied below, you will find a link to their “All About Grants” podcast. Enjoy!


Handling of Subawardee’s Request for Additional Funding:

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 and Negotiation:

https://policy.vcu.edu/universitywide-policies/policies/sponsored-program-proposals-definitions-solicitation-review-approval-and-submission.html


Advance Index Request (Form And Work Space In Spot):

The University now has two ways in which the department may complete an Advance Index Request form. The Advance Index Request form can be completed via the link below or via the Work Space within the Rams-Spot. If using the Work Space within Rams-Spot, the departments will still need to print form to obtain signatures and to route it to G&C for processing.

At this time, the work space in Rams-Spot does not automatically route the form due to signatures needs. Within Spot, the "Notification" tab will also display all of the individuals and/or areas who were recipients of the notice (if generated).

G&C would be happy to the index using the form generated by either method chosen by the department. Completed forms should be routed to the gcavcu@vcu.edu email address for processing. We appreciate your understanding and patience with the various ways in which this process can be completed.

Advance Index Request link: https://controller.vcu.edu/media/controller/uco-pdfs/pdfs/GCBannerNumberRequest.pdf


Grant Closeout- FPIOPOF (Banner Screen)

As a part of the closeout process, we request your assistance with pulling the FPIOPOF (Open Purchase Orders) screen in Banner to ensure all purchase orders are closed. This screen allows users to enter in the fund, org, and/or index number to retrieve a listing of open purchase orders. The data presented will include a listing of open purchase orders by number, vendor, commodity, commodity description, unit price, and etc. Departments can also export this information to Excel by selecting “Tools” in the upper right hand corner and then “Export” from the expanded list presented.

If there are open purchase orders, please provide the purchase order number to your assigned accountant. They will then work with Financial Reporting to resolve this for you.


Your Assistance Is Needed With Current And Upcoming Effort Reporting Deadlines:

  • The Semiannual Term (12/10/18 to 06/09/19) is scheduled to be released on 08/22/19, and certifications will be due by 10/21/19.
  • The Quarterly Period (03/10/19 to 06/09/19) was released on 07/15/19, and certifications will be due by 09/14/19.
  • The Spring Semester Term (12/25/18 to 05/09/19) was released on 06/15/19, and certifications will be due by 08/14/19.

Your Assistance Is Needed With Past Effort Reporting Deadlines::

Outstanding certifications for the following periods are overdue:

  • The certification period for the First Semi-Annual Term (06/10/18 to 12/09/18) was released on 02/22/19, and certifications were due by 04/21/19.
  • The certification period for the Third Quarter Term (12/10/18 to 03/09/19) was released on 04/15/19, and certifications are due by 06/14/19.

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.

On behalf of Grants and Contracts Accounting and Effort Reporting, we appreciate your continued partnership and assistance. Thank you.


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Procurement Services

Welcome! Sabrina Gonzalez Joins Travel Services

Travel Services is excited to announce that Sabrina Gonzalez has officially joined the Travel Services as of July 25, 2019. For the past 6 months, Sabrina has been cross training with Chris Messenger and Amy Nugent on many of the functions of the travel team while continuing to work with Accounts Payable. She has been invaluable to the team since February and we look forward to her continued and growing contributions.


UPDATE: Chrome River Mercury

Adobe has announced that Flash will be decommissioned as of January, 2020, as a result, Travel Services is moving full steam ahead on the upgrade from our current Platinum environment to the non-Flash Mercury environment. Currently, we are finalizing our Platinum environment so that the Mercury build can begin early August. More information will be available at the August, 2019 Fiscal Administrators’ meeting.

Questions? Please email travel@vcu.edu


Prepare For REAL ID

Beginning October 1, 2020, every air traveler 18 years of age and older will need a REAL ID-compliant driver’s license or another acceptable form of ID to fly within the United States.

CHECK FOR THE STAR: REAL ID-compliant cards are generally marked with a star located in the upper portion of the card. If you’re not sure, contact your state driver’s license agency on how to obtain a REAL ID compliant card.

This information is provided to you as a service for all employees by the VCU Travel team. For questions or concerns, please visit Virginia Department of Motor Vehicle’s REAL ID page at https://www.dmv.virginia.gov/drivers/#real_id.asp or the Transportation Security Administration’s REAL ID page at https://www.tsa.gov/real-id


Itemized Fuel Receipts

When submitting reimbursement requests for Vehicle Fuel, please be sure to provide the final receipt from the gas station if you pre-paid inside of the store. Itemized receipts should show the name of the location where you made your purchase, date, number of gallons purchased, price per gallon and total purchase amount. Questions?

Please contact travel@vcu.edu


FY20 P-Card Blackboard Training And Test

The FY20 P-Card Blackboard Training and Test will be launching soon. All P-Card cardholders and approvers are required to complete the annual test to re-certify their compliance with the terms and conditions of the P-Card program. Failure to complete the test by the deadline will result in the suspension of cards and/or approval access.

You will receive an email notifying you when the test is available and the deadline by which it must be completed. Please note: taking the classroom training, does not exempt you from the online test.


P-Card Classroom Training

P-Card Classroom trainings will resume in September. The Approver training will be offered only once this quarter on September 5th. The classroom training will contain recent updates to policy and procedures with regards to RealSource. Corpcard encourages new cardholders and approvers to attend to learn how to use the card effectively and seasoned veterans to come and receive a refresher.

To enroll in either the Cardholder trainings or the Approver training please visit training.vcu.edu. Use the keyword search “pcard.”


BOA Works Updates

Bank of America has made several updates to the Works application. Corpcard requests that all users clear out their cookies and temporary internet files as soon as possible to ensure Works is functioning correctly. This will assist with any login issues.

Also, please remember that Works is optimized for Firefox and using Google Chrome may cause errors in reporting and/or functionality.


Third Party Data Breaches

When Bank of America deems it necessary, they will replace cards which have potentially been impacted by third party breaches, even if the cardholder has not yet experienced fraud. For example: The Home Depot and Target breaches from a few years ago.

Cardholders who are slated to receive replacement cards will be able to continue using their current card while waiting for the replacement card to arrive. Replacement cards are delivered with information explaining why the card was reissued and the date the current card will deactivate.

If you receive a re-issued card in this manner, please activate it and destroy your current card ASAP. Upon activation, BOA will request your verification ID. Your verification ID is 236 and your birth date mmddyy. For example, a person born on Dec. 3, 1985 will enter: 236120385.

If you have questions regarding this process or receive a re-issued card and need assistance, please email Corpcard@vcu.edu.


Accounts Payable Invoice Processing Update:

Please continue to submit invoices to deptinvoices@vcu.edu until further notice:

  • Do not send duplicate invoices.
  • In the subject line only include the RealSource P#.
  • Send one invoice per email only.
  • Do not attach invoices to RealSource POs; these are treated merely as a PO “internal attachment” and do not transfer to Accounts Payable. Send to deptinvoices@vcu.edu instead. Once the invoice is processed, an imaged copy will be uploaded to the appropriate area of RealSource.
  • Do not send invoices for One Time Payment request the request is your invoice.
  • Do not send invoices to A/P for POs created from an eCatalog; these invoices are sent electronically and directly to A/P from the vendor.
  • One Time Payments do not typically involve submission of an invoice by a vendor (i.e., honorarium, student award, etc.). If your "vendor" has invoiced, you may attach a copy of it, however, an invoice is not required. Rather the approved One Time Payment form serves as a valid "internal" invoice.

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