October 2022

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

Table of Contents

Procurement Services

2022 Winter Close Schedule

As 2022 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 2022 as well as other useful information as you plan your financial priorities.

Procurement Invites Early HEETF Requests

Collaborating with Procurement Services is the first step toward making HEETF-funded purchases. Procurement Services welcomes and encourages departments to engage our team as early in the process as possible, particularly if purchasing long lead time items or large/expensive equipment. Procurement will work in tandem with subject-matter experts and professionals in the department, identify the appropriate procurement method, and manage contract term negotiation.

Please send inquiries to purchasing@vcu.edu by indicating the purchase as a HEETF-funded procurement and including SCHEV approval status.

New Additions

We are pleased to announce the recent hiring of Valarie Carter to the position of Senior AP & Travel Expense Analyst to the Accounts Payable team. Valarie has held various positions throughout the University and VCH Health that covers a span of 25 years. We're excited to have Valerie as a colleague at Procurement Services.


Single Transaction Limit Increase

To better Align with the State of Virginia Purchasing Card limits and facilitate payment of goods and services as costs increase, CorpCard has raised the maximum single transaction limit on P-Cards to $10,000. Approvers may email CorpCard@vcu.edu to request an increase of their Cardholder's Single Transaction limit and/or Cycle Limits. Please include in the email if the limit change is Permanent or Temporary.

P-card Virtual Classroom Training

CorpCard will offer virtual “classroom” training via Zoom August-November. This Training will be a detailed review of P-card Policy and offer Tips for using Bank of America Works. To enroll, please visit training.vcu.edu and use the keyword search “P-card.”

FY23 Mandatory P-card Annual Training and Certification

The FY23 Annual P-card 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.

Attending a Classroom training does not grant an exception from the Canvas Training and Certification.

Please contact at CorpCard@vcu.edu if you have any further questions or requests.

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Grants & Contracts

G&C Pre-Closeout Action Form

We have made some exciting revisions to an aspect of our grant closeout process and want to ensure everyone is aware of the changes. Formerly known as the 90-Day Closeout Form, the new Pre-Closeout Action Form has been migrated to an electronic format via Jotform while providing far more functionality and user friendly engagement. This form is live and can be accessed here: https://vcu.jotform.com/222554102437044. Lastly, Fiscal Administrators associated with grant(s) or sponsored projects in Banner, will receive an automated notification 90, 60, and 30 days before the project end date with a link to the form. Please share this with your colleagues and reach out to gcavcu@vcu.edu with any questions.

Effort Reporting- Certification Period Reminders

The effort certification period for both, MCV Campus and Monroe Park Campus is open. Faculty, please log into ECC and certify your effort and project statements as soon as possible.

Lastly, the pre-review period closed on September 30, 2022. Effort Coordinators on the MCV Campus and Monroe Park Campus, please log into ECC and pre-review any remaining effort and project statements to avoid delays in certification.

Please contact effortreport@vcu.edu if you need assistance or have any questions.

Upcoming Effort Reporting Training

Please join us for our upcoming Advanced Effort Training session on November 9, 2022, via Zoom. A brief description of the course is listed below:

  • This advanced training is designed for individuals who have a level of familiarity with ECC but would like to fully utilize the system and gain a better understanding of some of the compliance guidelines that govern effort reporting. Topics that will be covered include the NIH Salary Cap, Highly Sponsored Faculty, and a series of reports available through ECC. We hope you take the time to sign up, have your questions answered, and learn how to use ECC to its full potential!

Feel free to enroll in this opportunity via Talent and don't hesitate to contact us at effortreport@vcu.edu with any additional training requests or questions.

For additional G&C related questions, consider attending open office hours, upcoming sessions and join link can be found at University Controller's Office, G&C training.

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Controller’s Office

ARMICS Mini-Training Videos Available

There are two new, short ARMICS Training videos available on the Controller's Office ARMICS Webpage. These 8-minute videos were created to provide on-demand refresher training to support the annual certification process.

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Edit | Last updated: 12/20/2022