May 2021

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

Table of Contents

Business Services

AppleCare+ for Schools Available at RamTech

AppleCare+ for Schools provides three or four-year hardware coverage for MacBooks® and 24/7 priority access to Apple experts via chat or phone. Additionally, AppleCare+ for Schools covers devices for four years, including two incidents per year. For questions, please contact Justin Carrico, RamTech manager, at jcarrico@vcu.edu or 804-828-TECH. All departmental orders that need to be charged to FY21 will have to be purchased by Thursday, June 17.

RamTech is VCU's technology store and showroom operated by Barnes & Noble at 1111 West Broad Street. They are VCU's source for educational-priced Apple computers, Dell computers, and technology accessories. RamTech also has an in-house tech repair shop, fixIT, that offers free fully-certified in-warranty computer repairs and affordable educationally-priced out-of-warranty service. Full-time VCU faculty and staff qualify for no-fee, no-interest payroll deduction where payments can be split across an entire year.


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Grants and Contracts Accounting

Changes to Effort Reporting Coming Soon

We are very excited about the upcoming changes to effort reporting at VCU and what this means for you! For a brief overview and timeline of what will be coming, please see this short video hosted on VCU Kaltura.

As we prepare for this transition, we need your help in ensuring a smooth and successful implementation. Our primary goal is to have all outstanding effort statements certified and processed by June 30, 2021. This includes any statements that will require PHAREDS. With you in mind, we have delayed the upcoming release of the quarterly effort statements 12.10.20 - 3.9.21, and 3.10.21 - 6.9.21. Instead of releasing for certification as scheduled, these effort statements will instead be incorporated under the Hybrid Model. This will allow more time to focus on clearing past due effort statements and submitting PHARED requests.

We will communicate updates and training opportunities as we get closer to launch, but please be sure to reach out to the Effort Team at effortreport@vcu.edu if you have any questions as we work through this together.

Thank you for all of your help! We could not do it without you.


Electronic Routing of 90 Day Notices

G&C is upgrading the 90 day notice process to be fully electronic and routed through DocuSign. G&C will send out emails to the assigned Financial Administrator by MBU for projects expiring in 90 days through DocuSign to allow recipients to electronically complete the document, sign, and route to appropriate individuals.

For questions and feedback regarding this process, please email Priscilla Clayborne, Office Manager at pbclayborne@vcu.edu. We value and welcome your feedback.


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Procurement Services

Contracts+ Module Update

The Contracts Team extends a warm thank you to everyone for working with us through the implementation of the Contracts+ module in RealSource. A reminder that the RealSource team has videos and manuals on using Contracts+ available here: https://realsource.vcu.edu/ The Contracts Team updated its web site (https://procurement.vcu.edu/i-want-to/manage-contracts/) and created quick guides and checklists (https://procurement.vcu.edu/document-library/contracts/) that cover a variety of topics:

✔ Contract Submission checklist
✔ Hotel Event Contract Processing Procedures guide
✔ Prerequisite quick guide
✔ Procurement Methods quick guide

We hope you find these resources to be helpful. Should questions arise, please contact us at contracts@vcu.edu. We are happy to assist.

Additionally, the Contracts Team is creating a contracts training that will cover basic information on the terms and conditions of a contract, pre-approvals required by university policies, and process best practices for submitting contracts regardless of dollar value. We welcome your input for topics you would like to have us cover in this contract training. Please send any suggestions or questions to contracts@vcu.edu.


Final P-card Transactions for FY21

PCard transactions made between 5/15 – 6/15/2021 will post to your FY21 report. Please allocate all transactions by the close of business Thursday, June 17th to ensure allocations are accurate before year end closing. Transactions posting on or after 6/16/21, will be reported in FY22.

Please visit the P-Card website for our best practices. As always, if you have any issues with allocating or reconciliations, please do not hesitate to contact us at CorpCard@vcu.edu.


CorpCard Training is moving to Canvas

Procurement Services' Corpcard team has begun transitioning training from Blackboard to Canvas. Beginning June 1, 2021, Blackboard will be fully decommissioned and removed. In preparation for this change, Corpcard has moved its FY22 Travel Card Training to Canvas. PCard training will be transitioned to Canvas before the annual training cycle in September. If there are any questions about either training please contact us at CorpCard@vcu.edu.


University Travel

As University Sponsored Travel guidelines with regards to COVID-19 continue to evolve, the Travel Service Team wants to remind you to view the most up to date guidance from the VCU Responsible Together website prior to requesting any travel.


Updated ChromeRiver Feature Implemented in April

New Non-employee Configuration - The New Configuration simplifies the submission of Non-employee reports. The Non-employee expense tile has been removed. Instead the user will now select 'Non-Employee' from the payee type. A payee box will open. Type in the Non-employee name or V#, users no longer have to scroll to locate the Non-employee. Complete the remaining header options. Once the header page is saved, continue to add the appropriate expense tiles to complete the report.

If you have any questions, please email travel@vcu.edu to reach the Travel Services Team.


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Locations & Hours

Office of
Procurement Services

Mailing Address:
Box 980327
Richmond, Virginia 23298-0327

Physical Address:
912 W. Grace Street, 5th Floor
Richmond, Virginia 23284
Phone: (804-828-1077)
Get Directions »

Procurement Services is a
Scent Reduced Environment

For the health and welfare of our team please do not wear/use any personal hygiene or care products that contain a fragrance when visiting our environment.

Hours

Monday - Friday (8:00am - 4:30pm)

Parking

A valid VCU permit is required for parking in any of the campus lots. Metered parking is available in front of our office building.

24/7 Help Line: VCU-Park (804-828-7275) or
Find Visitor Parking Lots »

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