July 2019

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

Table of Contents

Controller’s Office

FY20 Fringe Rates Approved

VCU's FY20 fringe rates have been approved. The rates are 40.1% for faculty and staff and 8.6% for hourly employees. The rate agreement is posted on our website at:

https://controller.vcu.edu/cost-analysis/dhhs-rate-agreements/

Please contact the Banner Finance Help Line at 804-828-0388 if you have any questions.


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Grants & Contracts Accounting

Grants & Contracts Accounting/Effort Report Updates:

Reporting Center Report - Sponsored Project Chart Of Accounts:

A new report was added to the VCU Reporting Center's Finance folder for departments. This report is similar to the existing Chart of Accounts report with the exception of additional data related to sponsored indexes. The parameters (based upon your Banner access) are copied below. Given the nature of the data, this report will take some time to generate. Thank you.

Parameters:

  • Executive Level
  • Senior Management Level
  • School/MBU Level
  • Department
  • Status

Topic Highlight: Online Training Opportunities

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

The National Institute of Health (NIH) has a 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!


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.


Grant Transfers To The University

If you are currently working with another institution on transferring an award to the University, you may find it beneficial to request the following data below from the institution. If there were subawards, then an inquiry regarding the status of these should also be completed and all of their invoices should be marked final (for that institution) prior to the Sponsor approved transfer. This process may also involve the use of the advance index request form. The link to our advance index request form (if needed) is copied below.

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

Listing of Items:

  • Last submitted FFR or financial report that was approved by the Sponsor
  • Cumulative expenditures thru (the last month end)
  • Cumulative expenditures to date
  • Payment Management History Report (if NIH, DOS, NASA, or etc.)
  • Payment Management History Report Payment Detail Report (if NIH, DOS, NASA, or etc.)

Communications Request

As we continue to cover the portfolios previously managed by former accountants, you will begin to receive more correspondence by other team members within G&C. We request your assistance when communicating, that the grant ID, index, and/or fund code is added to the subject line of inquiries sent to gcavcu@vcu.edu. This will help us to route the inquiry to the appropriate person and/or team.

Your support and cooperation are greatly appreciated. Thank you.


Current And Past-Due Deadlines

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) will be 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 current and upcoming Effort Reporting deadlines

  • 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

So You Want to Know . . . What Are ‘Pre-approvals’?

You may have noticed that your Contracts Team has been asking if you have received pre-approvals prior to submitting your contract for review. Pre-approvals are based upon VCU policies owned and managed by other university departments. You are responsible for knowing these policies and for obtaining approvals from the department who manages the policy.

Top Five University Policies and Approvals Necessary to Expedite Contract Reviews:

  1. Data Security. If the vendor will have access to university data, you should determine the category of data so VCU Technology Services can determine protection requirements for the data. Click this link to learn more: https://itgovernance.vcu.edu/security/#d.en.1781776
  2. Accessibility. Websites, web apps, software, e-learning tools, and others must be accessible to a person with a disability so that person can acquire the same information, engage in the same interactions and enjoy the same services as a person without a disability. Click this link to learn more: https://itgovernance.vcu.edu/accessibility/
  3. Public Relations. If your purchase involves advertising, the use of VCU trademarks or logos, sponsorships, or similar marketing, then you must seek approval from University Relations. Click this link to learn more: https://univrelations.vcu.edu/
  4. Credit Card Processing. If your purchase requires a vendor to process payment card transactions on behalf of VCU, then the vendor and its services must be approved by Treasury and VCU Technology Services. Click this link to learn more: https://policy.vcu.edu/universitywide-policies/policies/payment-card-compliance.html#contacts
  5. Insurance. If your contract requires the vendor to come on campus, to handle Category I data, to transport VCU staff, faculty, or students, or similar activities, then you should request a certificate of insurance coverage from the vendor. Certain vendor activities may require specific insurance coverage; for example, vendors handling Category I data may be required to show cyber security coverage. Click this link for more information: https://srm.vcu.edu/i-want-to-know-about/insurance/

Any questions you have in regard to these university policies or other university policies may be directed to the department who owns the policy.


PCO’s No Longer Required

Cardholders are no longer required to enter PCO’s. Departments who need to retrieve or view old PCO’s for audit purposes can pull them from the eVA transparency site under “Public Reporting.” No login or password is required.

Please contact Corpcard@vcu.edu with questions.


Splitting Orders

Cardholders must not authorize a vendor to split a charge or charges over transactions, cards or days to avoid established card limits. If Corpcard finds this has happened, the card(s) will be suspended pending corrective action.

Cardholders must contact Corpcard immediately if a vendor splits a charge or charges without their approval. Corpcard will then assist in correcting the issue.

Also, please remember that any purchase in excess of $5000 must go on a Purchase Order.

Please contact Corpcard@vcu.edu with questions.


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