June 2021

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

Table of Contents

Office of the Controller

FY 22 Fringe Rates

VCU's FY22 fringe rates have been approved. The rates are 40.3% for faculty and staff, 19.8% for postdocs, and 8.3% for hourly employees. The rate agreement is posted on the VCU Controllers Website.

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


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Grants and Contracts Accounting and Effort Reporting

Administrative Effectiveness Pilot Program - Post Award Training:

The Office of Grants & Contracts Accounting and Effort Reporting is participating in an administrative effectiveness pilot program. We would like to gather input from various stakeholders like yourselves to set a baseline measurement for post-award training effectiveness. Feel free to submit your thoughts and feedback on training via the brief survey linked below. Examples of opportunities offered regularly throughout the year include instructor-led training sessions such as: post award basics, effort reporting (basic), and effort reporting (advanced). Online training opportunities include the PI training course as well as the Effort Coordinator training course currently available in Canvas.

A full description of the program is included in the survey introduction. If you have not attended a post award training but would like to submit general thoughts and suggestions for training topics, you are welcome to do so (just select n/a where appropriate).

Post award training effectiveness baseline survey 2021

Please contact Cathy Short (Training manager, G&C/DSP, cfshort@vcu.edu) with any questions.


G&C Award Processing for FY21 End

G&C's fiscal year-end process requires adherence with the University's posted year end schedule.

G&C will accept new account and index creation requests through the end of day Friday, June 11th. Any requests received after this deadline will be processed as time permits or in the new fiscal year after July 1st.

If you have any questions, please reach out to our G&C accounting team emails.


G&C ECRT Access and Effort Reporting Updates

We've updated our effort reporting webpage to include a section titled "ECRT Access Request for Effort Coordinators". This update allows departments to update their designated Primary and/or Secondary Effort Coordinators directly from our webpage. To do so, please access the ”Effort Reporting / ECRT Training for Effort Coordinators” training via VCU’s Canvas course catalog at this link. Once that has been completed, you can fill out our "ECRT Access Request Form" through DocuSign directly from our webpage.

Please see the updates here: https://controller.vcu.edu/grants/effort-reporting/. Spread the word, and don't hesitate to reach out to effortreport@vcu.edu with any questions you may have.


New Effort Reporting System

We are looking forward to the launch of our new effort reporting system this fall, and wanted to provide everyone with some important updates. To prepare for the launch, after June 30, 2021, we will suspend loading data into ECRT and begin focusing on transitioning data into ECC, our new system.

With this in mind, we need your assistance in processing PHAREDS intended to correct past-due effort. Any PHAREDS that will be impacting payroll & effort prior to December 10, 2020 must be keyed in Banner before June 30, 2021. This will ensure past due effort is updated and certified before we transition to our new system.

We sincerely apologize for the short notice and any inconvenience this may cause, though we remain hopeful we can accomplish this together. If you need any assistance with labor distribution or post-60 day PHAREDS, please do not hesitate to contact the Effort Reporting Team at effortreport@vcu.edu.


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Procurement Services

Final CorpCard Transactions for FY21

Bank of America (BOA) transactions which are both reconciled by the card-holder and approved by the approver on or before 6/15/2021 will post to Fiscal Year 2021. Transactions which are not both reconciled/signed-off by the card-holder and approved by their approver after 6/15/2021 will appear in Fiscal Year 2022.


New RealSource eCatalog - Agilent Technologies

A new eCatalog with Agilent Technologies, an analytical instrumentation development and manufacturing company, will be available for use in RealSource on June 14, 2021. Agilent provides analytical instruments, software, services, and consumables for the entire laboratory workflow. Agilent focuses its products and services on six markets: food, environmental and forensics, pharmaceutical, diagnostics, chemical and energy, and research.

With the addition of Agilent, RealSource now offers 31 eCatalogs to department users and shoppers. If you have questions about this or any other RealSource eCatalog, existing or future, please send an email to RealSource@vcu.edu or call 8-1077 and select option 6.


Procurement Services Fiscal Year-End Closing Schedule

As 2021 fiscal year closes, please be aware of Procurement Services Year-End schedule is available at Procurement Services Website or from the “Quick Links” area of the RealSource homepage. 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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