Purchasing resources for new staff

Training can be done online through Blackboard. You’ll need your eID and password.
In order to receive Banner access, you need to take PAA001, Banner Basic Navigation and System/Data course, and complete the quiz after taking the course. Save or print quiz results.
For eVA access, you need to take TRAIN-001-002, eVA and Banner Purchasing and complete the quiz. Save or print quiz results.
Once you’ve completed both courses, send or bring your quiz results to Chuck Redden in Sanger 1-079. He will request access for you.
Opportunities are available for additional classroom training in eVA purchasing. See VCU training for additional training that isn’t required but may be helpful.

Training for a university purchasing card can be done through Blackboard.
Once you’ve completed the training and the required test with a score of 100 percent, complete the Corporate Purchasing Card Employee Agreement [PDF].
Chuck Redden is the Fiscal Administrator. Please list him and your unit’s Administrative Services contact person (Ann-marie Taranto or Tracy Bowers) as reviewer.
Once the form is complete, please bring it to Administrative Services for review. The appropriate reviewers will sign it and fax it to Purchasing.

As you make purchases with your Pcard, you should retain all itemized receipts, approvals, packing slips, etc. in a separate folder.
VCU policy applies to Pcard purchases: list of attendees is needed for food purchases, VCE waiver is necessary for furniture, etc. Additionally, a fully-approved travel authorization is required before you can pay a conference registration on your Pcard.
It is your responsibility to make sure that your documentation is complete for all Pcard purchases, including eVA PCOs.

Pcard logs and complete documentation, including statement, should be submitted to Administrative Services by the first of each month.
If there’s no activity on your Pcard during the month, you still need to submit a log noted “No activity”
and attach the online statement from the Bank of America website that indicates the last 4 digits of the card. Read instructions for printing this report [PDF].
Incomplete Pcard logs will be returned to you in their entirety, and the date submitted will be the date that completed logs are turned in.
Repeated late submission of logs and/or repeated violations of policy may result in revocation of purchasing cards.

Any fiscal document that requires additional approval beyond your unit level must be brought to Administrative Services. We will review it and route it to the Dean and VP’s office for the necessary approvals.

Refer to Helpful hints for travelers for per diem and lodging rates.
TAs should be as complete as possible. Don’t leave an item blank because you’re not sure yet of the cost; costs should be estimated on a TA. Remember to add all expenses needed including conference registration, baggage fees, etc.

Before travel begins, an approved travel authorization should be submitted to Administrative Services.
After the traveler returns, all receipts and any accompanying explanation should be submitted to Administrative Services and signed in on the clipboard in Sanger 1-064. An Administrative Services request form should be completed for each reimbursement.
A Travel Reimbursement form will be completed, and an Excel version will be emailed to the traveler, who should print it, sign it and return it to the unit support personnel for supervisor’s signature. Once this is complete, the form is returned to Administrative Services who will forward it to Accounts Payable.

Administrative Services