VCU Procurement Services

Deadline: Friday, May 1, 2026 ⏰ As part of VCU’s annual ARMICS (Agency Risk Management and Internal Control Standards) process, departments are asked to review key financial activities, assess potential risks, and confirm that appropriate internal controls are in place. This process helps ensure our operations remain accurate, consistent, and well-documented—and we appreciate your role […]

We wanted to share a friendly reminder that’s been on our radar lately. Procurement Services has noticed an uptick in documents being submitted — attached to requisitions, uploaded into systems, sent over email — that include full Social Security Numbers (SSNs). We know this is almost always unintentional, so we wanted to make it easy […]

Planning a group trip for a department outing, club event, or research project often means using a 12- or 15-passenger van. Because these vehicles handle differently than standard cars, both university policies and rental vendor rules must be followed. Here’s a simplified guide to help you stay compliant and safe: 1. Driver Qualifications (University Requirements) […]

When you’re traveling on behalf of Virginia Commonwealth University, there’s a bit of planning required to keep your finances and the University’s separate. Mixed-purpose travel, often called “blended travel” refers to trips that combine business responsibilities with personal leisure time, requiring careful allocation and separation of personal and business expenses. Here is your quick guide […]

Greetings! As we approach the end of the fiscal year, let’s ensure a smooth wrap-up for 2026. Please take note of the key dates and tasks in the procurement closing schedule located in the document library on the Procurement Service website. Year End Activities FY26 VCU Procurement Services

Early Payment Discounts (EPDs) help VCU stretch its purchasing dollars by allowing certain vendors to accept slightly reduced payments in exchange for faster payment than the standard 35-day terms. The program usually runs smoothly, but questions often arise during vendor transitions—when a vendor is added to or removed from the program. EPD terms follow the […]

Sometimes the easiest way to avoid delays is also the simplest: start ahead. Departments often manage multiple priorities, and procurement is just one part of a larger effort. Bringing procurement into the conversation sooner creates more opportunity to identify the right path, resolve questions proactively, and keep things moving efficiently and compliantly. Not every purchase […]

System receiving in RealSource is more than just a formality—it confirms that goods or services have actually been delivered before payment is released. When receiving is delayed, payments often stall, which can affect vendor relationships and cash flow. Why it matters: Timely system receiving supports Early Payment Discounts (EPD) and ensures compliance with the Prompt […]

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When planning to utilize Candex, it is advisable to request that individuals who will receive payments complete their registration in advance. Ensuring that payees are registered prior to initiating the purchasing process enables greater efficiency when creating purchase orders. This proactive approach facilitates a more streamlined workflow and supports the timely processing and delivery of […]