December 2021

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

New RealSource "Account Code Request" Form

Currently, departments make informal requests to add or inactivate account codes in RealSource. To enhance financial controls and strengthen our audit trails, a new "Account Code Request" form has been added to RealSource in the "System Related" showcase. The form, developed in collaboration with Procurement Services, can be viewed and submitted by Approvers only. The form routes directly to the Controller's office and upon their approval, the RealSource account code table will be promptly updated. Similar to other request forms, Approvers will receive confirmation when requests are received and can check the status of their requests at any time.

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Procurement Services

Holiday Gifts from Vendors

As we continue to move through the holiday season, Procurement Services reminds departments that gifts should not be accepted from vendors. Often, vendors reach out to clients during the holiday season with items intended to encourage business. It is the policy of VCU, as an agency subject to Virginia state procurement and conflict of interest laws that university employees not accept gifts of any type from vendors. Procurement Services has prepared a letter for vendors explaining this policy, which can be found in the Document Library. Staff are invited to share this letter with vendors who inquire about or offer gifts to employees.

Winter Closing - Allocations

The P-Card allocation timeline will be shortened due to Winter Closing. Please refer to the Winter 2021 Close Schedule to ensure general ledger allocations are included in the Banner upload.

If you have further questions, please contact

P-card Security During Winter Closing

Corpcard strongly encourages cardholders secure their cards on campus if they will not be making business related purchases during the Winter Closing. This will ensure cardholders do not use their card by mistake, or misplace it, while out of the office.

Employee Recognition – Allowable Chart

Cardholders should refer to the Allowability Chart regarding employee recognition purchases. This includes retirement gifts, parties for separating employees as well as flowers. Flowers may only be purchased in the event of the death of an employee, not for a death in an employee’s family. Other acceptable flower purchases are covered in the Chart.

Please review the allowability chart or reach out to prior to making these purchases if you have questions.

Winter Close Schedule

As 2021 comes to a close, please be aware of the Procurement Services Winter Closing schedule, which is available on Procurement Services website within the Document Library.

The schedule includes deadlines by transaction type for processing in 2021 as well as other useful information as you plan your financial priorities.

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Edit | Last updated: 01/03/2022