Winter Wrap‑Up 2025: Closing Schedule
As the holiday season approaches, the university will have a winter break closing period. To help you plan ahead, we’ve prepared our Winter Closing Schedule so you know when offices and services will be unavailable. Why This Matters Knowing the winter closing schedule helps you plan work, purchases, and other activities around the break. It […]
Keep ICA Payments on Track — Don’t Route Them Through Trustflow
We’ve noticed an increase in Independent Contractor Agreement’s (ICA) being sent as invoices to Trustflow. While well-intended, ICA’s are not invoices and Trustflow is designed to match invoices. Non-invoice submissions often get rejected because the system is designed to recognize invoices. To make sure your ICA payments are handled quickly and correctly, please follow the proper […]
New Guidance on Credit Memos: Receiving Required Before Credits Can Be Applied
VCU Procurement Services is updating the way credits are handled in RealSource to improve transparency, compliance, and communication with departments. What’s changing? In the past, some credits were applied informally to offset the invoice. Moving forward, all credits will be entered into RealSource to offset invoiced items. Most importantly, when a department returns an item […]
What You Need to Know About CDS
Vendors sometimes contact VCU about payments that don’t match their invoices and one reason this may happen is because of a partial or full payment interception. Payment interceptions usually happen as a result of the Commonwealth Debt Set-Off (CDS) Program, a legally mandated program that recovers outstanding debts that vendors owe to state (CDS) and federal Treasury […]
Enhancing Supplier Payments: VCU Launches Virtual Card/Paymode (ACH) Campaign
Virginia Commonwealth University (VCU) is excited to announce the launch of a new supplier payment optimization campaign in partnership with Bank of America and Bottomline. Through this initiative, VCU suppliers will be invited to enroll in either: Both options offer faster payment times, enhanced remittance visibility, and improved security. Why Are We Doing This? VCU […]
Tariffs Now Appearing on Invoices: What Departments Need to Know
Recently, we’ve seen a noticeable uptick in tariffs being added to vendor invoices. As global trade policies continue to evolve, these additional charges are becoming more frequent and are now impacting our purchasing costs across several departments. To help manage this change, the Accounts Payable (AP) team has implemented a new communication process: If a […]
Tune-In Tuesdays: Procurement Virtual Office Hour
Join us every Tuesday from 1PM-2PM via Zoom for our Procurement Virtual Office Hour. Get expert advice, tackle procurement challenges, and connect with fellow professionals in the field. This is your chance to ask questions to our specialists directly! Why Join Our Virtual Office Hour? What to Expect Problem-Solving: Bring your procurement challenges, and we’ll […]
Improving Invoicing: What You Need to Know
In Procurement Services, we’re always looking for ways to improve efficiency and provide better services. To enhance our invoicing process, we want to remind you of some important updates that will help streamline submissions and reduce errors. Changes to the Invoice Submission Process The address of [email protected] no longer active. Submit your invoices to our […]
Procurement is Coming to You! Schedule a Department Visit Today!
Want to make your department’s procurement processes smoother and more efficient? We’re hitting the road to bring our expertise directly to your team! We understand that each department has unique needs and challenges when it comes to purchasing goods and services. That’s why we’re offering personalized sessions tailored to your department’s specific workflows. Whether you […]
Don’t Forget the Final Step: Ensuring Your Independent Contractor Gets Paid!
You’ve carefully qualified your recipient, ensured they’re set up in RealSource, and completed the all-important Independent Contractor Agreement (ICA) form. You’ve even created the purchase order and received the services. Fantastic! But there’s one crucial step that often gets overlooked, and it’s the most important step of all: submitting the ICA Payment Request form in […]
