April 2022

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

Table of Contents

Grants and Contracts

Grants and Contract Accounting

Service Recognition

We'd like to congratulate Deborah Adams, Ann Diana McClendon, and Priscilla Clayborne for their 15 years of service at VCU, all of which with the Grants & Contracts Accounting Department. Their hard work, dedication, and positive presence have contributed much to VCU and our department. Thank you!

Effort Reporting

Certification Period Reminders

The certification period for the Monroe Park Campus will close on April 30, 2022. Faculty, please log into ECC and certify your effort and project statements as soon as possible.

Lastly, Faculty on the MCV Campus, please log into ECC to certify project and effort statements at your earliest convenience. The certification period for the MCV Campus will close on May 31, 2022.

If you have any questions, please contact effortreport@vcu.edu.

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Procurement Services

CorpCard Declines

Cardholders are able to check their authorization (auth) log in Works if their P-Card declines. The auth log will tell you if the card declined and why. You may see any of the following decline messages:

  1. Not enough available money
  2. BAD PIN
  3. Activation
  4. Individual MCCG is excluded (restricted purchases: business meals, lodging, etc.)
  5. Declined by Score 1
  6. Declined by Score 6

Instructions for you checking your auth log are available in our Library.

If you receive decline messages 4, 5 or 6, or have any other questions please contact Corpcard@vcu.edu.

Travel Updates

Rental Car Agreement and Training

The travel team would like to remind everyone of VCU’s contract with Enterprise/National Car Rental which provides a huge discounted rate for rentals.

Our dedicated account manager, Kyle Meeks will be hosting a virtual training on 4/21 at 1:30pm and 4/26 at 10am to answer any questions you or travelers may have about VCU’s travel program. Some topics include:

  • Onboarding: How to enroll in Emerald Club loyalty program (free membership),
  • Benefits: Special benefits of being an Emerald or other program member,
  • Reserving: When to book Enterprise vs National,
  • Reporting: Would your department like to receive special reports, and a
  • Q&A.

Please contact travel@vcu.edu to sign-up for a session or with any other questions.

Personal Reimbursements

This is a reminder that personal reimbursements may not exceed $2,000 per reimbursement nor include Virginia-based taxes. Personal reimbursements should only be used when other purchasing options (PO, PCard) are not available.

Late Expense Reimbursements

Expense reimbursements should be submitted as soon as possible but no later than 30 days after completion of travel. Late submission may be denied or subject to be taxed as income.

Campus Road Closures and Vendor Services

On April 11, 2022 the city of Richmond will begin repaving Broad Street from Hamilton to Laurel Streets, and 3rd Street to slightly west of Staples Mill Road. Intermittent road, sidewalk, and parking lane closures are expected. Additionally, many GRTC buses will be detoured. GRTC has provided additional information here.

Road closure and project information is available through the City of Richmond here.

Road closures may affect vendors’ delivery of goods and services. Fiscal administrators should coordinate deliveries with their vendors and inform service providers of road closures.

Fiscal Year-End Schedule Now Available

As fiscal year end approaches, please be aware of the Procurement Services Year-End schedule available here or under the "Quick Links" area in RealSource on the homepage. The schedule includes deadlines by transaction type for processing in 2022 as well as other useful information as you plan your financial priorities.

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Edit | Last updated: 06/07/2022