September 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

Fringe on Bonus Payments

An adjustment has been posted in Banner to reduce the fringe charge on bonuses paid on payroll 13 from the full fringe rate to only the FICA rate. You will see the credit in account code 555122 in the org where the bonus was charged.

If you have any questions, please contact the Finance Help Line at 804-828-0388.

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Grants and Contracts Accounting

New Effort Reporting System

We are eagerly counting down to the launch of our new effort reporting system at VCU. The system is scheduled to go live on October 11, 2021. There are many exciting new features, and we are thrilled about what this means for the University.

To adequately prepare, we are offering weekly virtual training sessions starting September 10, 2021 through November 19, 2021. You may register for a session in Talent using the following link. We strongly encourage everyone to attend a session to learn more about our new system and have any questions answered.

Please contact with any questions.

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Procurement Services

SSN Required for Individuals in RealSource

With VCU’s return to campus, RealSource will resume use of established payment and set-up procedures for individuals. This means that a social security number (SSN) is required to set up individuals in RealSource.

Those without a SSN, such as foreign nationals, must be paid via either Gift Card or Petty Cash. Click here to find information about Gift Cards and Petty Cash.

Accounts Payable Invoice Update

Please verify that invoices have not already been submitted via RealSource before sending an invoice to the email account. This will help decrease the high number of duplicate invoices coming into Accounts Payable. To check if your invoice has already been uploaded, log into RealSource and check the invoices applied to the relevant purchase order. Please encourage vendors to mail their invoice to Box 3985, Scranton, PA 18505. Please note that vendor invoices must include the purchase order number.

Vendors may also register in RealSource and submit invoices directly through the portal. To invite a vendor to register in the portal and submit electronic invoices, please reach out to our Vendor Support team at with the vendor’s email address.

Coming Soon: FY22 P-Card Canvas Training and Test

The FY22 P-Card Canvas Training and Test will be launching soon! All 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.

Cardholders and Approvers will be notified via Canvas when the test is available. Please note: attending a classroom training, does not grant an exemption from the Canvas training(s).

P-Card Classroom Training

P-Card will resume classroom training in October. This training will be offered virtually and in-person for up to 10 people. Please enroll in the “in-person section only” if you intend to attend the training at 912 W. Grace St. Otherwise, please enroll in the Zoom section.

To see both sections that are available, please visit Use the keyword search “pcard.”

If you have further questions, please contact

TSRC Water Service Now Available

Procurement Services is excited to announce a new preferred water service offering through The Supply Room Company (TSRC). Please see details by reviewing TSRC’s water cooler flyer, available here.


  • A small, women-owned local business and one of VCU’s strategic vendors
  • Supports streamlined ordering via their RealSource e-catalog
  • Offers an early payment discount of 3% Net 15 (all savings will be returned directly to the department’s index)
  • Provides next-day delivery, free cleanings, service, and filter changes for all of its machines
  • Is helping to remove plastics from our waste stream

Water Service Pricing

  • Freestanding 5-gallon coolers are priced at 4.95/month, and 5-gallon jugs at $4.17 each
  • Inline coolers are $22.50 per month

Water service should only be purchased when necessary for public consumption or when public water fountains are not available. Department leadership must also approve purchases.

If you have any questions about the program, contact either Brian Schuler at or our TSRC representative Margie Brown at

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Edit | Last updated: 09/16/2021