🔒 A Quick Heads-Up on Social Security Numbers
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 […]
2026 Fiscal Year End Calendar
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
Why the PO Date Matters for Early Payment Discounts
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 […]
Start Ahead, Stress Less: A Simple Way to Keep Purchases Moving 🗓️
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 […]
New Quick Reference Guide Available for RealSource (2026)
A 2026 Quick Reference Guide for RealSource is now available to help users quickly navigate common tasks and processes. You can access the guide directly in RealSource through the Quick Links section. What’s Inside the Guide The guide covers key RealSource functions, including: Access the Guide Find the Quick Reference (2026) Guide in the Quick […]
🕒 Last Procurement Virtual Office Hour of the Year
As we prepare to close for winter break, we invite you to join us for the final Procurement Virtual Office Hour of the year. This session is a great opportunity to: Join Us Every Tuesday | 1:00–2:00 p.m. | via ZoomOur Virtual Office Hour connects you directly with Procurement Services specialists for real-time support and guidance. […]
Countdown to Winter Break: Key Dates and Reminders
As the winter break quickly approaches, the university will begin its annual holiday closing period. To help you plan ahead and avoid last-minute surprises, we’ve prepared our Winter Closing Schedule, outlining when offices and services will be unavailable. Why This Matters Understanding the winter closing schedule allows you to plan your work, purchases, and communications […]
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 […]
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 […]
New Option for Amazon: Non-Catalog Orders Now Enabled (In Limited Situations)
We’ve heard you—and we’ve made a change. Historically, Amazon’s e-catalog in RealSource has not allowed departments to create non-catalog orders, making it difficult to pay valid invoices when a PO is closed or otherwise unavailable. That’s now changed. 💡 VCU departments can now create a non-catalog order to pay a valid Amazon invoice—but only in […]
