[{"id":2189,"date":"2026-08-25T15:24:19","date_gmt":"2026-08-25T19:24:19","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=2189"},"modified":"2026-08-25T15:24:21","modified_gmt":"2026-08-25T19:24:21","slug":"before-the-vendor-starts-five-things-to-check","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/before-the-vendor-starts-five-things-to-check\/","title":{"rendered":"Before the Vendor Starts: Five Things to Check"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Before telling a vendor to begin work or place an order, make sure the appropriate VCU purchasing method is approved and in place.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For most purchases requiring a purchase order, that means the vendor should have the VCU PO before work begins.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Five quick checks<\/strong><\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Use the right purchasing method.<\/strong><strong><br><\/strong> Determine whether the purchase should use a PO, P-Card or another approved method.<\/li>\n\n\n\n<li><strong>Start early.<\/strong><strong><br><\/strong> Leave enough time for any required competition, contract review and approvals.\u00a0 For more information visit our <a href=\"https:\/\/procurement.vcu.edu\/i-want-to\/make-a-purchase\/understand-the-procurement-methods\/\">website<\/a> and our <a href=\"https:\/\/blogs.vcu.edu\/procurement\/bring-procurement-services-in-early-before-you-sign\/\">blog post<\/a> on starting early.<\/li>\n\n\n\n<li><strong>Wait for the PO.<\/strong><strong><br><\/strong> <strong>A requisition is not a purchase order.<\/strong> Submitting or approving a requisition does not mean the vendor has authorization to begin.<\/li>\n\n\n\n<li><strong>Check the scope and amount.<\/strong><strong><br><\/strong> Make sure the PO covers what you are asking the vendor to provide and the amount you expect to spend.<\/li>\n\n\n\n<li><strong>Stop if the purchase changes. <\/strong>If the scope or cost increases, review the revised total against VCU\u2019s procurement thresholds and complete any required departmental approval, Purchasing review or RealSource Change Request before authorizing additional work<strong>.<\/strong><\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Why this matters<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Getting the purchasing process completed first gives VCU an opportunity to address pricing, contract terms, competition and other requirements <strong>before the university or vendor is committed<\/strong>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It also helps avoid additional review, payment delays and after-the-fact corrections later.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>What about P-Card or emergencies?<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Not every purchase requires a PO. Approved P-Card transactions and true emergency procurements follow different processes. The key is to use the appropriate purchasing method rather than placing the order first and addressing the process later.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Need help?<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Contact <strong>University Purchasing at <\/strong><a href=\"mailto:purchasing@vcu.edu\"><strong>purchasing@vcu.edu<\/strong><\/a> or <strong>VCU Corporate Card Services at <\/strong><a href=\"mailto:corpcard@vcu.edu\"><strong>corpcard@vcu.edu<\/strong><\/a><strong> <\/strong>before committing to a purchase if you are unsure which process applies.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Related guidance<\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/procurement.vcu.edu\/i-want-to\/use-a-p-card\/use-a-p-card-to-make-a-purchase\/\">Use a P-Card to Make a Purchase<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/procurement.vcu.edu\/i-want-to\/use-a-p-card\/know-what-i-can-and-cannot-purchase\/\">Know What I Can and Cannot Purchase with a P-Card<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/procurement.vcu.edu\/i-want-to\/make-a-purchase\/make-a-purchase-of-10000-or-less\/\">Make a Purchase of $10,000 or Less<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Before telling a vendor to begin work or place an order, make sure the appropriate VCU purchasing method is approved and in place. For most purchases requiring a purchase order, that means the vendor should have the VCU PO before work begins. Five quick checks Why this matters Getting the purchasing process completed first gives [&hellip;]<\/p>\n","protected":false},"author":2024,"featured_media":2190,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[158],"tags":[343,345,344,56,4,60],"class_list":["post-2189","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-procurement-services","tag-5-tips","tag-p-cards","tag-purchase-methods","tag-purchase-orders","tag-purchasing","tag-vendors"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2189","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/users\/2024"}],"replies":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/comments?post=2189"}],"version-history":[{"count":3,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2189\/revisions"}],"predecessor-version":[{"id":2193,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2189\/revisions\/2193"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/2190"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=2189"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=2189"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=2189"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":2181,"date":"2026-08-25T14:28:24","date_gmt":"2026-08-25T18:28:24","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=2181"},"modified":"2026-08-25T14:31:19","modified_gmt":"2026-08-25T18:31:19","slug":"unlock-fast-track-southwest-a-list-status-for-vcu-business-travel","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/unlock-fast-track-southwest-a-list-status-for-vcu-business-travel\/","title":{"rendered":"Unlock Fast-Track Southwest A-List Status for VCU Business Travel"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Frequent flyers at VCU have another reason to book their next trip on Southwest Airlines. A new business promotion lets you fast-track your way to VIP treatment and bonus rewards points on trips booked and flown before October 31.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Whether you travel occasionally across the state or fly nationwide every month, this promotion makes elite status easier to reach than ever.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>How the Fast-Track Promotion Works<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Southwest has built two milestone tiers into this offer. Travelers can register for both promotions simultaneously\u2014your qualifying segments will count toward both, and whichever milestone you hit first unlocks your reward:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Tier 1: Earn A-List Status<\/strong>\u00a0Book and fly\u00a0<strong>2 qualifying round trips<\/strong>\u00a0(or 4 one-way flights) between now and October 31 to unlock promotional A-List status valid through December 31, 2026.<\/li>\n\n\n\n<li><strong>Tier 2: Earn A-List Status + 20,000 Bonus Points<\/strong>\u00a0Book and fly\u00a0<strong>4 qualifying round trips<\/strong>\u00a0(or 8 one-way flights) between now and October 31 to secure A-List status through December 31, 2026,\u00a0<strong>plus a bonus of 20,000 Rapid Rewards points<\/strong>.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Perks of Southwest A-List Status<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Earning A-List status takes the stress out of airport days. Benefits include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Priority Boarding:<\/strong>\u00a0Automatically reserve an A-group boarding position for every flight.<\/li>\n\n\n\n<li><strong>Fly By Priority Lanes:<\/strong>\u00a0Breeze through Southwest check-in desks and security lines at select airports.<\/li>\n\n\n\n<li><strong>Free Same-Day Dedicated Standby:<\/strong>\u00a0Switch to an earlier flight on the day of travel without paying a fare difference.<\/li>\n\n\n\n<li><strong>25% Earnings Bonus:<\/strong>\u00a0Earn 25% more Rapid Rewards points on every qualifying flight.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>How to Participate<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Be sure to register for the promotions prior to booking your travel to ensure every segment counts toward your target. Check the official promotion flyer linked below for registration links, full terms, and qualifying fare details.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/drive.google.com\/file\/d\/1U9uS_n1_GntSUIUWh3DicyHe_iWMJV9o\/view?usp=sharing\" target=\"_blank\" rel=\"noreferrer noopener\">Southwest A-List Status<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Frequent flyers at VCU have another reason to book their next trip on Southwest Airlines. A new business promotion lets you fast-track your way to VIP treatment and bonus rewards points on trips booked and flown before October 31. Whether you travel occasionally across the state or fly nationwide every month, this promotion makes elite [&hellip;]<\/p>\n","protected":false},"author":2024,"featured_media":2187,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[158],"tags":[342,341,3],"class_list":["post-2181","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-procurement-services","tag-a-list","tag-southwest-business","tag-travel"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2181","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/users\/2024"}],"replies":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/comments?post=2181"}],"version-history":[{"count":2,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2181\/revisions"}],"predecessor-version":[{"id":2188,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2181\/revisions\/2188"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/2187"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=2181"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=2181"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=2181"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":2171,"date":"2026-08-18T15:23:26","date_gmt":"2026-08-18T19:23:26","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=2171"},"modified":"2026-08-25T09:01:02","modified_gmt":"2026-08-25T13:01:02","slug":"%e2%9c%88%ef%b8%8f-announcing-vcus-new-american-airlines-partnership","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/%e2%9c%88%ef%b8%8f-announcing-vcus-new-american-airlines-partnership\/","title":{"rendered":"\u2708\ufe0f Announcing VCU\u2019s New American Airlines Partnership"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">We are thrilled to announce a new corporate agreement with <strong>American Airlines<\/strong> to bring exclusive discounts and perks to VCU business travelers.&nbsp; Whether you\u2019re heading across the country for a conference or flying overseas for research, traveling on university business just got smoother, cheaper, and a lot more comfortable.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>What\u2019s Included in the New Agreement?<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">This partnership doesn&#8217;t just cover American Airlines\u2014the benefits extend to key partner airlines <strong>British Airways<\/strong> and <strong>Iberia<\/strong>, making international university travel just as seamless. Here is what you can look forward to on your next university trip:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Upfront Airfare Discounts:<\/strong> Enjoy direct savings on flights! Discount percentages vary depending on the fare class booked.<\/li>\n\n\n\n<li><strong>Complimentary Preferred Seating:<\/strong> Get access to better seats at no extra charge. <em>Note: You must be an AAdvantage member to qualify (joining is fast and completely free!).<\/em><\/li>\n\n\n\n<li><strong>Priority Check-In &amp; Security:<\/strong> Skip the long wait times and breeze through airport lines faster.<\/li>\n\n\n\n<li><strong>Priority Disruption Recovery:<\/strong> Flight delays and cancellations happen, but VCU travelers will now receive priority flight re-accommodation to get you back on track with minimal hassle.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Don&#8217;t Forget Our Southwest Airlines Partnership<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">As a reminder, VCU also maintains a robust partnership with <strong>Southwest Airlines<\/strong>. This relationship serves as the perfect complement to our new American Airlines agreement, offering competitive corporate rates for flexible, cost-effective domestic and regional trips.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Looking Ahead<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Our goal is to provide you with the most comprehensive, flexible, and affordable travel network possible. Procurement Services is actively negotiating with other major legacy and regional carriers to expand our portfolio. We look forward to sharing more exciting updates and new airline partnerships in the coming months!&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Ready to Book?<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">These American Airline benefits are available immediately for all approved VCU business travel. Be sure to use standard university booking channels to ensure your flight automatically receives the corporate discounts and priority perks. Please be aware that corporate discounts and any priority statuses cannot be applied retroactively to flights booked outside of these channels.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>We are thrilled to announce a new corporate agreement with American Airlines to bring exclusive discounts and perks to VCU business travelers.&nbsp; Whether you\u2019re heading across the country for a conference or flying overseas for research, traveling on university business just got smoother, cheaper, and a lot more comfortable. What\u2019s Included in the New Agreement? [&hellip;]<\/p>\n","protected":false},"author":2024,"featured_media":2172,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[158],"tags":[338,339,101,340,3],"class_list":["post-2171","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-procurement-services","tag-american-airlines","tag-british-airways","tag-business-travel","tag-iberia","tag-travel"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2171","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/users\/2024"}],"replies":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/comments?post=2171"}],"version-history":[{"count":2,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2171\/revisions"}],"predecessor-version":[{"id":2178,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2171\/revisions\/2178"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/2172"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=2171"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=2171"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=2171"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":2167,"date":"2026-08-18T15:19:18","date_gmt":"2026-08-18T19:19:18","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=2167"},"modified":"2026-08-18T15:25:03","modified_gmt":"2026-08-18T19:25:03","slug":"before-engaging-a-firm-and-authorizing-work-to-be-performed","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/before-engaging-a-firm-and-authorizing-work-to-be-performed\/","title":{"rendered":"Before Engaging a Firm and Authorizing Work to be Performed"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">A purchase order or signed agreement may not be the only step required before a firm begins work.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Contractor work can trigger access, data, technology, insurance, VCU Facilities Management review, and compliance reviews. Identify those needs before services begin.<\/strong><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Identify early whether the contractor will:<\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Perform work on campus<\/li>\n\n\n\n<li>Need access to VCU systems or networks<\/li>\n\n\n\n<li>Handle personal, student, health, financial, or university proprietary information<\/li>\n\n\n\n<li>Collect, process, or transmit payment card information<\/li>\n\n\n\n<li>Need parking, building access, or contractor identification<\/li>\n\n\n\n<li>Use VCU logos, trademarks, or branding<\/li>\n\n\n\n<li>Provide technology, hosted services, software, or online platforms<\/li>\n\n\n\n<li>Require access to restricted locations, equipment, or systems<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Reviews that may apply<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Depending on the engagement, VCU may need to address:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Accessibility and Section 508 requirements<\/li>\n\n\n\n<li>Payment Card Industry security standards<\/li>\n\n\n\n<li>Certificates of insurance<\/li>\n\n\n\n<li>Background checks<\/li>\n\n\n\n<li>Network access<\/li>\n\n\n\n<li>Data-handling requirements<\/li>\n\n\n\n<li>Export control<\/li>\n\n\n\n<li>SOC reports<\/li>\n\n\n\n<li>FERPA\/ HIPAA<\/li>\n\n\n\n<li>Permitting requirements and Facilities Management involvement<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Addressing these details early helps align the agreement, scope of work, contractor access, and implementation timeline.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">\ud83d\udccc <strong>Need help?<\/strong> Contact purchasing@vcu.edu and itsc@vcu.edu. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>A purchase order or signed agreement may not be the only step required before a firm begins work. Contractor work can trigger access, data, technology, insurance, VCU Facilities Management review, and compliance reviews. Identify those needs before services begin. Identify early whether the contractor will: Reviews that may apply Depending on the engagement, VCU may [&hellip;]<\/p>\n","protected":false},"author":2024,"featured_media":2169,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[158],"tags":[148,336,337,56,4],"class_list":["post-2167","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-procurement-services","tag-compliance","tag-contractors","tag-facilities-management","tag-purchase-orders","tag-purchasing"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2167","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/users\/2024"}],"replies":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/comments?post=2167"}],"version-history":[{"count":2,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2167\/revisions"}],"predecessor-version":[{"id":2174,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2167\/revisions\/2174"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/2169"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=2167"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=2167"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=2167"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":2162,"date":"2026-08-18T15:06:15","date_gmt":"2026-08-18T19:06:15","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=2162"},"modified":"2026-08-18T15:07:06","modified_gmt":"2026-08-18T19:07:06","slug":"why-after-the-fact-purchases-create-problems","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/why-after-the-fact-purchases-create-problems\/","title":{"rendered":"Why After-the-Fact Purchases Create Problems"},"content":{"rendered":"\n<h3 class=\"wp-block-heading\">When a vendor starts work before the appropriate purchasing method is in place, the problem often shows up later\u2014when the invoice arrives.<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Without a valid purchase order, the invoice may not have the information needed to route and match correctly in Digital Mailroom (DMR). That can leave Accounts Payable trying to determine who ordered the goods or services and where the invoice belongs.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large is-resized\"><img decoding=\"async\" width=\"1024\" height=\"768\" data-src=\"https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/08\/image-1024x768.png\" alt=\"\" class=\"wp-image-2163 lazyload\" style=\"--smush-placeholder-width: 1024px; --smush-placeholder-aspect-ratio: 1024\/768;width:563px;height:auto\" data-srcset=\"https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/08\/image-1024x768.png 1024w, https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/08\/image-300x225.png 300w, https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/08\/image-768x576.png 768w, https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/08\/image.png 1448w\" data-sizes=\"(max-width: 1024px) 100vw, 1024px\" src=\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\" \/><\/figure>\n<\/div>\n\n\n<h3 class=\"wp-block-heading\"><strong>An after-the-fact purchase can result in:<\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Invoice delays. <\/strong>The invoice may sit unresolved while AP researches the purchase.<\/li>\n\n\n\n<li><strong>Additional follow-up. <\/strong>AP may need to contact departments to identify the purchaser, obtain documentation or determine the correct PO.<\/li>\n\n\n\n<li><strong>Late vendor payments.<\/strong> The vendor may be waiting while the underlying purchase is corrected.<\/li>\n\n\n\n<li><strong>More work for everyone.<\/strong> Departments, Procurement Services and AP may all become involved in resolving a transaction that could otherwise have been processed normally.<\/li>\n\n\n\n<li><strong>Lost opportunity for review. <\/strong>Pricing, contract terms, competition and other requirements may not be reviewed until after VCU is already committed.<\/li>\n\n\n\n<li><strong>Compliance concerns. <\/strong>Payment may not be approved in some circumstances, and serious or recurring issues may require additional review or corrective action.<\/li>\n\n\n\n<li><strong>Exposure to Legal and Financial Liabilities<\/strong>. Bypassing any formal legal review of terms may inadvertently appear as VCu agree to the vendor\u2019s standard online terms or &#8220;click-wrap&#8221; agreements. These often contain clauses illegal for public institutions, such as mandatory binding arbitration, out-of-state governing law, or waivers of sovereign immunity.\u00a0<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>The key point<\/strong><\/h4>\n\n\n\n<p class=\"wp-block-paragraph\">A purchase order is not just procurement paperwork. It authorizes the purchase and helps the resulting invoice get to the right place and get paid correctly.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Need help?<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Contact University Purchasing at purchasing@vcu.edu before authorizing work if you are unsure which purchasing process applies.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>When a vendor starts work before the appropriate purchasing method is in place, the problem often shows up later\u2014when the invoice arrives. Without a valid purchase order, the invoice may not have the information needed to route and match correctly in Digital Mailroom (DMR). That can leave Accounts Payable trying to determine who ordered the [&hellip;]<\/p>\n","protected":false},"author":2024,"featured_media":2166,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[158],"tags":[335,110,76,56],"class_list":["post-2162","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-procurement-services","tag-after-the-fact","tag-dmr","tag-invoices","tag-purchase-orders"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2162","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/users\/2024"}],"replies":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/comments?post=2162"}],"version-history":[{"count":2,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2162\/revisions"}],"predecessor-version":[{"id":2165,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2162\/revisions\/2165"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/2166"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=2162"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=2162"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=2162"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":302,"date":"2026-08-13T08:43:25","date_gmt":"2026-08-13T12:43:25","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=302"},"modified":"2026-08-13T08:44:23","modified_gmt":"2026-08-13T12:44:23","slug":"your-questions-our-answers-virtual-office-hour","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/your-questions-our-answers-virtual-office-hour\/","title":{"rendered":"Your Questions, Our Answers: Virtual Office Hour"},"content":{"rendered":"\n<h3 class=\"wp-block-heading\">When: Tuesdays, 1PM-2PM via Zoom<\/h3>\n\n\n\n<p class=\"has-medium-font-size wp-block-paragraph\">Do you have burning questions or need expert advice to tackle your latest procurement need? Look no further!<\/p>\n\n\n\n<h4 class=\"wp-block-heading has-medium-font-size\">Why Join Our Virtual Office Hour?<\/h4>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"has-medium-font-size\"><strong>Expert Guidance<\/strong>: Get personalized advice from our procurement experts who are eager to share their knowledge and experience.<\/li>\n\n\n\n<li class=\"has-medium-font-size\"><strong>Networking Opportunities<\/strong>: Connect with like-minded professionals and expand your network.<\/li>\n\n\n\n<li class=\"has-medium-font-size\"><strong>Flexible and Convenient<\/strong>: Join from anywhere!<\/li>\n\n\n\n<li class=\"has-medium-font-size\"><strong>Interactive Sessions<\/strong>: Engage in lively discussions, ask questions, and get real-time feedback.<\/li>\n<\/ol>\n\n\n\n<h4 class=\"wp-block-heading has-medium-font-size\">What to Expect<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"has-medium-font-size\"><strong>Insightful Discussions<\/strong>: Dive deep into procurement topics that matter to you, from travel, accounts payable, RealSource, vendor management, and purchasing. <\/li>\n\n\n\n<li class=\"has-medium-font-size\"><strong>Problem-Solving<\/strong>: Bring your procurement challenges, and we\u2019ll help you find solutions.<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">How to Join<\/h4>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"has-medium-font-size\"><strong>Register<\/strong>:<a href=\"https:\/\/vcu.zoom.us\/meeting\/register\/dbBT3o4zQCmWzXxVzIglWQ\" target=\"_blank\" rel=\"noreferrer noopener\"> Sign up for our next session here.<\/a><\/li>\n\n\n\n<li class=\"has-medium-font-size\"><strong>Prepare<\/strong>: Think about the questions or topics you want to discuss.<\/li>\n\n\n\n<li class=\"has-medium-font-size\"><strong>Join<\/strong>: Log in at the scheduled time and get ready to engage!<\/li>\n<\/ol>\n\n\n\n<p class=\"has-medium-font-size wp-block-paragraph\">Don\u2019t miss out on this opportunity to learn, grow, and connect with our specialists in Procurement Services! \ud83c\udf1f<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>When: Tuesdays, 1PM-2PM via Zoom Do you have burning questions or need expert advice to tackle your latest procurement need? Look no further! Why Join Our Virtual Office Hour? What to Expect How to Join Don\u2019t miss out on this opportunity to learn, grow, and connect with our specialists in Procurement Services! \ud83c\udf1f<\/p>\n","protected":false},"author":2024,"featured_media":281,"comment_status":"closed","ping_status":"closed","sticky":true,"template":"","format":"standard","meta":{"footnotes":""},"categories":[158],"tags":[334,75],"class_list":["post-302","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-procurement-services","tag-office-hour","tag-virtual-office-hour"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/302","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/users\/2024"}],"replies":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/comments?post=302"}],"version-history":[{"count":1,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/302\/revisions"}],"predecessor-version":[{"id":2152,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/302\/revisions\/2152"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/281"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=302"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=302"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=302"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":2143,"date":"2026-08-12T09:03:23","date_gmt":"2026-08-12T13:03:23","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=2143"},"modified":"2026-08-12T10:11:45","modified_gmt":"2026-08-12T14:11:45","slug":"airgas-ecatalog-launch-update","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/airgas-ecatalog-launch-update\/","title":{"rendered":"Airgas eCatalog Launch Update"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">The launch of the new Airgas eCatalog, originally scheduled for August 14, 2026, has been postponed to allow for additional testing and ensure the catalog is fully functional and ready to provide the best possible experience for the VCU community. We will share an updated go-live date as soon as it is confirmed.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Once enabled, VCU departments will be able to purchase industrial, medical and specialty gases, laboratory and safety products, welding supplies, and related items through the new Airgas eCatalog in RealSource.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The catalog will appear under Scientific &amp; Medical in the RealSource Showcase and will provide direct access to VCU pricing while streamlining requisition and purchase-order processing. Users should select the Airgas account associated with their department and delivery location before shopping.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In the meantime, we encourage our customers to attend the two virtual training sessions already scheduled with Airgas.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Airgas Virtual Training Sessions<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Airgas will offer two virtual training sessions covering catalog navigation, account selection, quotes, and order placement.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Wednesday, August 12, 2026, at 3:00 PM<\/strong><br>Registration: <a href=\"https:\/\/vcu.zoom.us\/meeting\/register\/cZqhWAKgQnKurqzbzjvvqg\">VCU Zoom Registration<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Thursday, August 13, 2026, at 10:00 AM<\/strong><br>Registration: <a href=\"https:\/\/vcu.zoom.us\/meeting\/register\/hB7DwwdoQ5ay-8XLULCQWA\">VCU Zoom Registration<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The new eCatalog does not change the cylinder rental and pricing structure established under VCU\u2019s current Airgas agreement. Departments may review the existing <strong>Airgas Contract Renewal and Changes to Cylinder Rental Billing<\/strong> post for additional information.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">With the addition of Airgas, RealSource now offers <strong>58 eCatalogs<\/strong>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For questions about Airgas products, pricing, or accounts, contact Abigail Zaremba at <a href=\"mailto:apzaremba@vcu.edu\">apzaremba@vcu.edu<\/a>. For RealSource assistance, email <a href=\"mailto:RealSource@vcu.edu\">RealSource@vcu.edu<\/a> or call 804-828-1077 and select option 6.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>The launch of the new Airgas eCatalog, originally scheduled for August 14, 2026, has been postponed to allow for additional testing and ensure the catalog is fully functional and ready to provide the best possible experience for the VCU community. We will share an updated go-live date as soon as it is confirmed. Once enabled, [&hellip;]<\/p>\n","protected":false},"author":2024,"featured_media":2144,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[158],"tags":[204,328,5,14],"class_list":["post-2143","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-procurement-services","tag-airgas","tag-e-catalog","tag-realsource","tag-training"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2143","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/users\/2024"}],"replies":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/comments?post=2143"}],"version-history":[{"count":2,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2143\/revisions"}],"predecessor-version":[{"id":2150,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2143\/revisions\/2150"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/2144"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=2143"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=2143"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=2143"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":2140,"date":"2026-08-11T13:43:45","date_gmt":"2026-08-11T17:43:45","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=2140"},"modified":"2026-08-11T13:51:05","modified_gmt":"2026-08-11T17:51:05","slug":"who-signs-what-vendor-contracts-at-vcu","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/who-signs-what-vendor-contracts-at-vcu\/","title":{"rendered":"Who Signs What? Vendor Contracts at VCU"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">If a vendor requires VCU to sign any document before you can make a purchase\u2014including online Terms and Conditions (T&amp;Cs), click-through agreements, or even documents associated with a zero-dollar purchase\u2014you must route the document to Procurement Services for review and signature.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The purchase amount normally determines how the document should be submitted:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>$10,000 or less: Submit the document through a Contract Request in RealSource.<\/li>\n\n\n\n<li>More than $10,000: Submit a Requisition in RealSource and attach the document.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Most vendor-supplied agreements contain terms and conditions that VCU cannot accept as written and, therefore, require review and negotiation. Some provisions are prohibited by Virginia law, while others require legal, business, or risk management review before VCU can proceed.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Examples of terms and conditions that VCU generally cannot accept include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Indemnification, hold harmless, or save harmless provisions<\/li>\n\n\n\n<li>Binding arbitration<\/li>\n\n\n\n<li>Payment of attorneys&#8217; fees or collection costs<\/li>\n\n\n\n<li>Confidentiality provisions that may conflict with Virginia public records requirements<\/li>\n\n\n\n<li>Governing law or venue outside the Commonwealth of Virginia<\/li>\n\n\n\n<li>Insurance requirements that VCU cannot provide<\/li>\n\n\n\n<li>Automatic renewal provisions<\/li>\n\n\n\n<li>Liquidated damages<\/li>\n\n\n\n<li>Limitations of liability that may not adequately protect VCU<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Depending on the purchase, Procurement Services may also review and negotiate items such as:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Freight terms and delivery responsibilities<\/li>\n\n\n\n<li>Discounts or opportunities for improved pricing<\/li>\n\n\n\n<li>Payment methods (e.g., commercial card, virtual card, premium ACH, or standard ACH)<\/li>\n\n\n\n<li>Early payment discounts<\/li>\n\n\n\n<li>Financial incentives, including rebates, signing bonuses, growth incentives, or similar arrangements<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>What to Send<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Please provide Procurement Services with the complete vendor package, including:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The agreement or contract<\/li>\n\n\n\n<li>Quotes and order forms<\/li>\n\n\n\n<li>All exhibits, schedules, and attachments<\/li>\n\n\n\n<li>Online Terms and Conditions and click-through agreements<\/li>\n\n\n\n<li>Renewal and cancellation provisions<\/li>\n\n\n\n<li>Any vendor correspondence that modifies or clarifies the proposed terms<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Keep in mind that negotiations with a vendor can take some time, so plan accordingly.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Bottom line: <\/strong>If a vendor is asking VCU to sign something, get Procurement Services involved from the start.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">\ud83d\udccc Need help? Send the complete agreement to <a href=\"mailto:contracts@vcu.edu\">contracts@vcu.edu<\/a>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>If a vendor requires VCU to sign any document before you can make a purchase\u2014including online Terms and Conditions (T&amp;Cs), click-through agreements, or even documents associated with a zero-dollar purchase\u2014you must route the document to Procurement Services for review and signature. The purchase amount normally determines how the document should be submitted: Most vendor-supplied agreements [&hellip;]<\/p>\n","protected":false},"author":2024,"featured_media":2141,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[158],"tags":[333,44,4,5],"class_list":["post-2140","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-procurement-services","tag-agreements","tag-contracts","tag-purchasing","tag-realsource"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2140","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/users\/2024"}],"replies":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/comments?post=2140"}],"version-history":[{"count":1,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2140\/revisions"}],"predecessor-version":[{"id":2142,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2140\/revisions\/2142"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/2141"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=2140"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=2140"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=2140"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":2132,"date":"2026-08-11T13:16:17","date_gmt":"2026-08-11T17:16:17","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=2132"},"modified":"2026-08-11T13:16:18","modified_gmt":"2026-08-11T17:16:18","slug":"clearer-rules-smarter-compliance","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/clearer-rules-smarter-compliance\/","title":{"rendered":"Clearer Rules, Smarter Compliance\u00a0"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Procurement Services has rolled out a comprehensive update to the Reimbursable Business Expenses policy, effective August 4, 2026. This update replaces the previous 2024 version to provide clearer definitions, align with IRS guidelines, and streamline how university staff, faculty, students, and non-employees handle out-of-pocket expenses.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Reimbursement remains an exception-based procurement path rather than a standard method for purchasing non-travel items. Understanding these updates ensures your expenses are processed smoothly and avoid unnecessary compliance delays.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Here is a breakdown of the key changes and why they matter for your department.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Clearer Distinction Between Travel and Non-Travel Rules<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The updated policy explicitly separates regulations for travel status and non-travel business purchases.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Non-Travel Purchases:<\/strong> Out-of-pocket expenses for goods remain an exception and are intended strictly for unusual, unexpected, or emergency situations where a P-Card or Purchase Order could not be used.<\/li>\n\n\n\n<li><strong>Travel Purchases:<\/strong> The policy introduces a mandate requiring the use of the Agency Travel Card (ATC) when purchasing air or rail fares for university business.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>A Clearer Understanding of the $2,000 Limit<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Under the 2024 policy, the $2,000 limit was applied generally &#8220;per reimbursement&#8221;. The updated policy clarifies that personal fund expenditures are capped at <strong>$2,000 per transaction<\/strong>, rather than per expense report. This applies to both standard non-travel expenses and non-travel purchases made while in travel status.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Mandatory Pre-Approvals for Specific Expenses<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To improve fiscal oversight, the university now requires formal expense pre-approvals in the system before certain costs are incurred. You must submit a pre-approval for:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Any travel or non-travel expense that is expected to exceed $500.00.<\/li>\n\n\n\n<li>Airfare and rail purchases at any dollar amount.<\/li>\n\n\n\n<li>Travel booked through our mandated travel management company.<\/li>\n\n\n\n<li>Fully remote employees traveling to a VCU campus, regardless of the dollar amount.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Strict Timelines Under the IRS Accountable Plan<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To comply with IRS Code \u00a7 62(c) and prevent reimbursements from being classified as taxable income, VCU operates under an official Accountable Plan. The new policy clarifies and re-enforces strict, time-bound submission milestones:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>30 Days:<\/strong> Expense reports should be submitted within 30 days after the expense was incurred or the last date of travel.<\/li>\n\n\n\n<li><strong>60 Days:<\/strong> Reimbursements submitted after 60 days require additional justification, further approval, and <strong>could be treated as taxable income<\/strong> to the expense owner.<\/li>\n\n\n\n<li><strong>180 Days:<\/strong> Any expense submitted more than 180 days after it occurred is completely <strong>ineligible for reimbursement<\/strong>.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Expanded Definitions and Roles<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The policy now clearly defines critical roles in the financial workflow, helping departments understand who holds purchasing and approval responsibilities. Key additions include formal definitions for the <strong>Expense Owner<\/strong> (the person who incurred the expense), <strong>Delegates<\/strong> (those authorized to create reports on behalf of others), and <strong>Fiscal Approvers<\/strong> (the administrators managing the specific index funding). It also reiterates that payments for services\u2014such as honoraria, independent contractors, or skilled labor\u2014remain strictly prohibited from personal reimbursement and must be routed through standard procurement channels.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Why These Changes Matter<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">These adjustments protect the university&#8217;s tax-exempt status, ensure standard state procurement laws are followed, and shield employees from unexpected tax liabilities on their personal returns. By structuring the rules clearly around transaction limits and pre-approval thresholds, departments can better plan their outlays and avoid administrative denials.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Please review the updated Reimbursable Business Expenses policy on the University Policies library. Please direct any specific policy or system routing questions to travel@vcu.edu.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"1024\" data-src=\"https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/08\/White-Yellow-Modern-Minimalist-with-3d-Illustration-How-To-Success-in-Digital-Marketing-Carousel-Post-5-1024x1024.png\" alt=\"\" class=\"wp-image-2138 lazyload\" data-srcset=\"https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/08\/White-Yellow-Modern-Minimalist-with-3d-Illustration-How-To-Success-in-Digital-Marketing-Carousel-Post-5-1024x1024.png 1024w, https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/08\/White-Yellow-Modern-Minimalist-with-3d-Illustration-How-To-Success-in-Digital-Marketing-Carousel-Post-5-300x300.png 300w, https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/08\/White-Yellow-Modern-Minimalist-with-3d-Illustration-How-To-Success-in-Digital-Marketing-Carousel-Post-5-150x150.png 150w, https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/08\/White-Yellow-Modern-Minimalist-with-3d-Illustration-How-To-Success-in-Digital-Marketing-Carousel-Post-5-768x768.png 768w, https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/08\/White-Yellow-Modern-Minimalist-with-3d-Illustration-How-To-Success-in-Digital-Marketing-Carousel-Post-5.png 1080w\" data-sizes=\"(max-width: 1024px) 100vw, 1024px\" src=\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\" style=\"--smush-placeholder-width: 1024px; --smush-placeholder-aspect-ratio: 1024\/1024;\" \/><\/figure>\n","protected":false},"excerpt":{"rendered":"<p>Procurement Services has rolled out a comprehensive update to the Reimbursable Business Expenses policy, effective August 4, 2026. This update replaces the previous 2024 version to provide clearer definitions, align with IRS guidelines, and streamline how university staff, faculty, students, and non-employees handle out-of-pocket expenses. Reimbursement remains an exception-based procurement path rather than a standard [&hellip;]<\/p>\n","protected":false},"author":2024,"featured_media":2134,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[158],"tags":[332,103,10,11,3],"class_list":["post-2132","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-procurement-services","tag-business-expense-policy","tag-irs","tag-pre-approval","tag-reimbursement","tag-travel"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2132","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/users\/2024"}],"replies":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/comments?post=2132"}],"version-history":[{"count":2,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2132\/revisions"}],"predecessor-version":[{"id":2139,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2132\/revisions\/2139"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/2134"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=2132"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=2132"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=2132"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":2128,"date":"2026-08-04T15:13:08","date_gmt":"2026-08-04T19:13:08","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=2128"},"modified":"2026-08-04T15:13:10","modified_gmt":"2026-08-04T19:13:10","slug":"irs-increases-standard-mileage-rate-to-0-76-mile-effective-july-1-2026","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/irs-increases-standard-mileage-rate-to-0-76-mile-effective-july-1-2026\/","title":{"rendered":"IRS Increases Standard Mileage Rate to $0.76\/Mile, Effective July 1, 2026"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">The IRS has announced a mid-year increase to the standard mileage rate, raising it from $0.725 to $0.76 per mile for business use, effective July 1, 2026,<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This is a rare off-cycle adjustment. The IRS typically sets this rate once a year, but rising fuel prices prompted the mid-year revision.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>What this means for VCU travelers: <\/strong>Effective July 1, 2026, mileage reimbursement for personal vehicle use on university business will be calculated at the new $0.76\/mile rate.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The revised rate applies to expenses incurred on or after July 1, 2026, therefore trips taken before that date would still be reimbursed at the previous $0.725 rate.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>The updated rate is already reflected in Emburse Enterprise &#8211; no action is needed on your part.<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>A reminder on cost-effective travel: <\/strong>While the higher mileage rate helps offset rising fuel costs, VCU continues to recommend that travelers consider an alternative method of transportation &#8211; such as rental car, train, or air &#8211; when a trip exceeds 200 round-trip miles. For longer distances, these options are often more cost-effective and time-efficient than personal vehicle mileage reimbursement, even at the new rate.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If you have any questions about how this change affects an upcoming trip or your Emburse mileage entries, please contact the Travel &amp; Expense Management team at Travel@vcu.edu.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>The IRS has announced a mid-year increase to the standard mileage rate, raising it from $0.725 to $0.76 per mile for business use, effective July 1, 2026, This is a rare off-cycle adjustment. The IRS typically sets this rate once a year, but rising fuel prices prompted the mid-year revision. What this means for VCU [&hellip;]<\/p>\n","protected":false},"author":2024,"featured_media":2129,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[158],"tags":[102,3],"class_list":["post-2128","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-procurement-services","tag-mileage","tag-travel"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2128","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/users\/2024"}],"replies":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/comments?post=2128"}],"version-history":[{"count":1,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2128\/revisions"}],"predecessor-version":[{"id":2130,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/2128\/revisions\/2130"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/2129"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=2128"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=2128"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=2128"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}]