[{"id":1991,"date":"2026-04-28T12:29:23","date_gmt":"2026-04-28T16:29:23","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=1991"},"modified":"2026-04-28T12:37:33","modified_gmt":"2026-04-28T16:37:33","slug":"armics-fy26-friendly-reminder","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/armics-fy26-friendly-reminder\/","title":{"rendered":"ARMICS FY26 \u2013 Friendly Reminder"},"content":{"rendered":"\n<h3 class=\"wp-block-heading\"><strong>Deadline: Friday, May 1, 2026 \u23f0<\/strong><\/h3>\n\n\n\n<p>As part of VCU\u2019s 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.<\/p>\n\n\n\n<p>This process helps ensure our operations remain accurate, consistent, and well-documented\u2014and we appreciate your role in supporting that effort.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>What to Do<\/strong><\/h3>\n\n\n\n<p>If you haven\u2019t already completed your ARMICS review, here are your next steps:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Review your department\u2019s assigned areas<\/li>\n\n\n\n<li>Address any outstanding items<\/li>\n\n\n\n<li>Submit your certification by <strong>Friday<\/strong>, <strong>May 1, 2026<\/strong><\/li>\n<\/ul>\n\n\n\n<p>If you\u2019ve already finished\u2014thank you for taking care of it early! If not, there\u2019s still time to wrap things up.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Need Help?<\/strong><\/h3>\n\n\n\n<p>If you have questions or need support, resources are available through the Controller\u2019s Office website.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Deadline: Friday, May 1, 2026 \u23f0 As part of VCU\u2019s 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\u2014and we appreciate your role [&hellip;]<\/p>\n","protected":false},"author":2024,"featured_media":1993,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[159,161,188,158,162,160],"tags":[178,249,250,279,278,277],"class_list":["post-1991","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-budget","category-controllers-office","category-grants-and-contracts","category-procurement-services","category-resource-and-financial-analysis","category-treasury-services","tag-armics","tag-controller","tag-internal-controls","tag-management","tag-risk","tag-testing"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1991","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=1991"}],"version-history":[{"count":0,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1991\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/1993"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=1991"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=1991"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=1991"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":1988,"date":"2026-04-28T12:08:36","date_gmt":"2026-04-28T16:08:36","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=1988"},"modified":"2026-04-28T12:37:08","modified_gmt":"2026-04-28T16:37:08","slug":"%f0%9f%94%92-a-quick-heads-up-on-social-security-numbers","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/%f0%9f%94%92-a-quick-heads-up-on-social-security-numbers\/","title":{"rendered":"\ud83d\udd12 A Quick Heads-Up on Social Security Numbers"},"content":{"rendered":"\n<p>We wanted to share a friendly reminder that&#8217;s been on our radar lately.<\/p>\n\n\n\n<p>Procurement Services has noticed an uptick in documents being submitted \u2014 attached to requisitions, uploaded into systems, sent over email \u2014 that include full Social Security Numbers (SSNs). We know this is almost always unintentional, so we wanted to make it easy to know what to do going forward.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<p><strong>A Little Context<\/strong><\/p>\n\n\n\n<p>SSNs are among the most sensitive pieces of personal information out there. When they show up somewhere they shouldn&#8217;t \u2014 an email, an attachment, a system upload \u2014 it creates real risk for the individual involved and for the university. The good news: this is very easy to prevent once you know what to look for.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<p><strong>The Simple Guidance<\/strong><\/p>\n\n\n\n<p>Most procurement transactions don&#8217;t require an SSN at all. Before attaching or uploading any document that includes one \u2014 in RealSource, Works, Chrome River, email, or anywhere else \u2014 it&#8217;s worth a quick gut check:<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><em>Does this process actually need an SSN?<\/em><\/p>\n<\/blockquote>\n\n\n\n<p>More often than not, it doesn&#8217;t. If you&#8217;re unsure, reach out to the relevant team before submitting and they can confirm.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<p><strong>A Better Path for One-Time Individual Payments<\/strong><\/p>\n\n\n\n<p>For a lot of payments to individuals \u2014 honoraria, awards and prizes, stipends, research participant compensation \u2014 <strong>there&#8217;s a way to skip SSN handling on your end entirely: <a href=\"https:\/\/procurement.vcu.edu\/i-want-to\/pay-an-individual\/make-a-payment-using-candex\/\">Candex<\/a>.<\/strong><\/p>\n\n\n\n<figure class=\"wp-block-image size-large is-resized\"><img decoding=\"async\" width=\"1024\" height=\"1024\" data-src=\"https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/04\/Candex-1-1024x1024.png\" alt=\"\" class=\"wp-image-1989 lazyload\" style=\"--smush-placeholder-width: 1024px; --smush-placeholder-aspect-ratio: 1024\/1024;width:630px;height:auto\" data-srcset=\"https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/04\/Candex-1-1024x1024.png 1024w, https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/04\/Candex-1-300x300.png 300w, https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/04\/Candex-1-150x150.png 150w, https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/04\/Candex-1-768x768.png 768w, https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/04\/Candex-1.png 1080w\" data-sizes=\"(max-width: 1024px) 100vw, 1024px\" src=\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\" \/><\/figure>\n\n\n\n<p>Candex is VCU&#8217;s secure third-party payment platform for one-time payees, accessible as a catalog in RealSource. Rather than collecting a W-9 from the recipient and routing it through email, attachments, or shared drives, the payee enters their own information \u2014 including their SSN \u2014 directly into Candex&#8217;s secure portal. The data gets where it needs to go without ever passing through a VCU inbox.<\/p>\n\n\n\n<p>If you&#8217;re processing one of those payment types, <strong>it&#8217;s worth checking whether Candex fits before you start collecting paperwork. Less for you to handle, less for us to redact, and the recipient&#8217;s information stays better protected end-to-end.<\/strong><\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<p><strong>If a Document Happens to Contain One<\/strong><\/p>\n\n\n\n<p>Sometimes you&#8217;re working with a form or record that includes an SSN and you need to submit it for another reason entirely. In that case, just redact the SSN before it goes anywhere.<\/p>\n\n\n\n<p>A couple of things worth knowing about redaction:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Placing a black box over text in a PDF doesn&#8217;t always remove the underlying data \u2014 use your PDF editor&#8217;s actual redaction function (Adobe Acrobat has a dedicated &#8220;Redact&#8221; tool) or remove the field entirely<\/li>\n\n\n\n<li>A marker on a printed and scanned page may not hold up either \u2014 the number can sometimes still be recovered<\/li>\n<\/ul>\n\n\n\n<p>When in doubt, remove the SSN entirely if the document&#8217;s purpose doesn&#8217;t require it. Showing only the last 4 digits is fine when partial identification is genuinely needed.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<p><strong>What This Helps Avoid<\/strong><\/p>\n\n\n\n<p>Beyond the security piece, submissions with unredacted SSNs can result in delays or require resubmission \u2014 so catching it upfront saves everyone time.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<p><strong>Questions? We&#8217;re Happy to Help<\/strong><\/p>\n\n\n\n<p>If you&#8217;re ever unsure whether an SSN is needed, how to redact properly, or which channel is appropriate for sensitive documents, just reach out to Procurement Services before submitting. We&#8217;d much rather answer a quick question than have to sort things out after the fact.<\/p>\n\n\n\n<p>Thanks for helping keep our community&#8217;s information safe! \ud83d\ude4c<\/p>\n","protected":false},"excerpt":{"rendered":"<p>We wanted to share a friendly reminder that&#8217;s been on our radar lately. Procurement Services has noticed an uptick in documents being submitted \u2014 attached to requisitions, uploaded into systems, sent over email \u2014 that include full Social Security Numbers (SSNs). We know this is almost always unintentional, so we wanted to make it easy [&hellip;]<\/p>\n","protected":false},"author":2024,"featured_media":1990,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[158],"tags":[21,65,275,76,4],"class_list":["post-1988","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-procurement-services","tag-accounts-payable","tag-candex","tag-email","tag-invoices","tag-purchasing"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1988","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=1988"}],"version-history":[{"count":0,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1988\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/1990"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=1988"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=1988"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=1988"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":1985,"date":"2026-04-28T11:45:42","date_gmt":"2026-04-28T15:45:42","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=1985"},"modified":"2026-04-28T12:37:52","modified_gmt":"2026-04-28T16:37:52","slug":"what-you-need-to-know-about-12-and-15-passenger-van-rentals","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/what-you-need-to-know-about-12-and-15-passenger-van-rentals\/","title":{"rendered":"What You Need to Know About 12- and 15-Passenger Van Rentals"},"content":{"rendered":"\n<p>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.<\/p>\n\n\n\n<p>Here\u2019s a simplified guide to help you stay compliant and safe:<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h3 class=\"wp-block-heading\">1. Driver Qualifications (University Requirements)<\/h3>\n\n\n\n<p>To be eligible to drive a passenger van under university policy, all drivers must:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Be <strong>at least 20 years old<\/strong><\/li>\n\n\n\n<li>Have held a valid driver\u2019s license for <strong>at least two years<\/strong><\/li>\n\n\n\n<li>Have no medical conditions that could interfere with safe vehicle operation<\/li>\n\n\n\n<li>Read the Vehicle Accident Prevention and Safety Policy and sign the required acknowledgment form<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h3 class=\"wp-block-heading\">2. Required Training<\/h3>\n\n\n\n<p>Before transporting passengers, drivers must complete all of the following:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>University-authorized online defensive driving course<\/li>\n\n\n\n<li>University-authorized van driving safety course<\/li>\n\n\n\n<li>In-person \u201cbehind-the-wheel\u201d van training conducted by VCU Police<\/li>\n<\/ul>\n\n\n\n<p><strong>Pro Tip:<\/strong> Schedule your behind-the-wheel training early\u2014sessions fill up quickly.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h3 class=\"wp-block-heading\">3. Rental Vendor Age Requirements (Important Distinction)<\/h3>\n\n\n\n<p>In addition to university requirements, rental companies may have their own <strong>minimum age policies<\/strong>, which can be stricter.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>University minimum age to drive:<\/strong> 20<\/li>\n\n\n\n<li><strong>Rental company minimum age to rent\/drive their vehicles:<\/strong> Often <strong>21\u201325+<\/strong>, depending on the vendor<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th>Vendor<\/th><th>Minimum Age<\/th><th>What This Means<\/th><\/tr><\/thead><tbody><tr><td>Enterprise\/National<\/td><td>25+<\/td><td>You must be 25 or older to rent through them, even though the university allows drivers 20+<\/td><\/tr><tr><td>Hertz<\/td><td>Typically 21+ (may vary)<\/td><td>Some flexibility, but drivers must still meet university requirements<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><strong>Key takeaway:<\/strong><br>You must meet <strong>both<\/strong> the university\u2019s requirements <strong>and<\/strong> the rental company\u2019s requirements. If a vendor requires a higher minimum age, that rule takes precedence for that rental.<\/p>\n\n\n\n<p> Contact <a href=\"mailto:travel@vcu.edu\">travel@vcu.edu<\/a> if you have any questions. <\/p>\n","protected":false},"excerpt":{"rendered":"<p>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\u2019s a simplified guide to help you stay compliant and safe: 1. Driver Qualifications (University Requirements) [&hellip;]<\/p>\n","protected":false},"author":2024,"featured_media":1986,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[158],"tags":[100,197,221,274,3],"class_list":["post-1985","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-procurement-services","tag-enterprise","tag-hertz","tag-national","tag-passenger-vans","tag-travel"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1985","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=1985"}],"version-history":[{"count":0,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1985\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/1986"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=1985"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=1985"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=1985"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":1983,"date":"2026-04-28T10:34:09","date_gmt":"2026-04-28T14:34:09","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=1983"},"modified":"2026-04-28T12:38:17","modified_gmt":"2026-04-28T16:38:17","slug":"how-to-combine-business-and-personal-travel-at-vcu","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/how-to-combine-business-and-personal-travel-at-vcu\/","title":{"rendered":"How to Combine Business and Personal Travel at VCU"},"content":{"rendered":"\n<p>When you\u2019re traveling on behalf of Virginia Commonwealth University, there\u2019s a bit of planning required to keep your finances and the University&#8217;s separate. Mixed-purpose travel, often called \u201cblended travel&#8221; refers to trips that combine business responsibilities with personal leisure time, requiring careful allocation and separation of personal and business expenses.<\/p>\n\n\n\n<p>Here is your quick guide to arranging a mixed-purpose trip while staying compliant.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>1. Booking<\/strong><\/h3>\n\n\n\n<p>When you\u2019re flying solo for business, the <a href=\"https:\/\/us.ctmsmart.com\/\">Lightning online portal<\/a> is great. But if your blended trip costs more than the business-only itinerary, you <strong>must<\/strong> use a CTP agent to book your travel.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>All mixed-purpose trips with a <strong>higher fare than the business-only itinerary<\/strong>, must be booked directly through a <strong>Collegiate Travel Planners (CTP) agent <\/strong>by calling\u00a0 <strong>888-742-2896<\/strong> or emailing <strong>vcu@ctptravelservices.com<\/strong>.<\/li>\n\n\n\n<li>The agent\u2019s job is to determine what the trip <em>would<\/em> have cost if you were only doing business. They will document the lowest reasonable available economy-class fare considering both time and cost for your required business dates in your reservation. This acts as the &#8220;price ceiling&#8221; for what VCU will cover.<\/li>\n\n\n\n<li>If the ticket including the leisure portion costs <strong>the same or less<\/strong> <strong>than the business-only itinerary<\/strong>, VCU will pay for the entirety of the ticket. This can be booked through Lightning or with a CTP agent. You must provide a cost comparison made at the time of booking with your expense report.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>2. Splitting the Bill<\/strong><\/h3>\n\n\n\n<p>One of the biggest perks of this procedure is that you don\u2019t have to wait for a reimbursement to separate your airfare costs. The split happens right at the time of booking:<\/p>\n\n\n\n<p>Business Portion &amp; Booking Fee &#8211; Charged to the Agency Travel Card (ATC).<\/p>\n\n\n\n<p>Personal Portion &amp; Booking Fee &#8211; Must be paid at the time of booking using a personal credit card.<\/p>\n\n\n\n<p><strong>Pro Tip:<\/strong> Make sure you have your personal card added to your traveler profile in Lightning. You\u2019ll need to pay for your portion of the fare immediately to confirm the reservation.<\/p>\n\n\n\n<p>For questions please contact <a href=\"mailto:travel@vcu.edu\">travel@vcu.edu<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>When you\u2019re traveling on behalf of Virginia Commonwealth University, there\u2019s a bit of planning required to keep your finances and the University&#8217;s separate. Mixed-purpose travel, often called \u201cblended travel&#8221; 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 [&hellip;]<\/p>\n","protected":false},"author":2024,"featured_media":1984,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[158],"tags":[272,32,244,3],"class_list":["post-1983","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-procurement-services","tag-booking","tag-ctp","tag-lightning","tag-travel"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1983","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=1983"}],"version-history":[{"count":0,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1983\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/1984"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=1983"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=1983"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=1983"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":1978,"date":"2026-04-20T10:59:56","date_gmt":"2026-04-20T14:59:56","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=1978"},"modified":"2026-04-21T16:31:26","modified_gmt":"2026-04-21T20:31:26","slug":"2026-fiscal-year-end-calendar","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/2026-fiscal-year-end-calendar\/","title":{"rendered":"2026 Fiscal Year End Calendar"},"content":{"rendered":"\n<p>Greetings! As we approach the end of the fiscal year, let\u2019s 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. <br><a href=\"https:\/\/procurement.vcu.edu\/document-library\/university-purchasing\/\" data-type=\"link\" data-id=\"https:\/\/docs.google.com\/spreadsheets\/d\/1GNE1k4_Nj1n7UOFH6z1zVvYrlbHKHjlQ\/edit?usp=sharing&amp;ouid=113738040551684981291&amp;rtpof=true&amp;sd=true\">Year End Activities FY26<\/a><\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"394\" data-src=\"https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/04\/image-1024x394.png\" alt=\"\" class=\"wp-image-1982 lazyload\" data-srcset=\"https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/04\/image-1024x394.png 1024w, https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/04\/image-300x115.png 300w, https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/04\/image-768x295.png 768w, https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/04\/image-1536x591.png 1536w, https:\/\/blogs.vcu.edu\/procurement\/wp-content\/uploads\/sites\/1257\/2026\/04\/image-2048x788.png 2048w\" data-sizes=\"(max-width: 1024px) 100vw, 1024px\" src=\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\" style=\"--smush-placeholder-width: 1024px; --smush-placeholder-aspect-ratio: 1024\/394;\" \/><\/figure>\n\n\n\n<p class=\"has-small-font-size\"><em>VCU Procurement Services<\/em><\/p>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Greetings! As we approach the end of the fiscal year, let\u2019s 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<\/p>\n","protected":false},"author":2024,"featured_media":1979,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[158],"tags":[21,127,271,4,5],"class_list":["post-1978","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-procurement-services","tag-accounts-payable","tag-fiscal-year-end","tag-fy26","tag-purchasing","tag-realsource"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1978","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=1978"}],"version-history":[{"count":0,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1978\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/1979"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=1978"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=1978"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=1978"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":1965,"date":"2026-04-07T12:56:43","date_gmt":"2026-04-07T16:56:43","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=1965"},"modified":"2026-04-07T12:56:55","modified_gmt":"2026-04-07T16:56:55","slug":"why-the-po-date-matters-for-early-payment-discounts","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/why-the-po-date-matters-for-early-payment-discounts\/","title":{"rendered":"Why the PO Date Matters for Early Payment Discounts"},"content":{"rendered":"\n<p>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\u2014when a vendor is added to or removed from the program.<\/p>\n\n\n\n<p><strong>EPD terms follow the PO, not the calendar<\/strong><br>Changes to a vendor\u2019s EPD arrangement apply only to new purchase orders going forward. Existing POs retain the terms they were created with; no PO is updated retroactively. This creates a natural transition window where old and new POs coexist under different terms.<\/p>\n\n\n\n<p><strong>How this works in practice<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>New vendor added to EPD:<\/strong> Only POs created after enrollment carry the discount. Existing open POs remain at full value. Departments may choose to replace older POs if they want to take advantage of the new terms immediately.<\/li>\n\n\n\n<li><strong>Vendor exits EPD:<\/strong> Existing POs keep the discount until closed; only new POs reflect the non-discounted terms. Replacing old POs is the way to get a clean break.<\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>Discounts already applied cannot be reversed, nor can they be applied retroactively to previously paid invoices.<\/p>\n<\/blockquote>\n\n\n\n<p><strong>Encumbrance cleanup during transition<\/strong><br>As discounted invoices are paid against older POs, small encumbrance balances may remain. A monthly script in Banner usually clears these automatically, but manual Journal Vouchers may occasionally be needed.<\/p>\n\n\n\n<p><strong>Questions about a specific vendor or PO?<\/strong><br>Check the \u201cEarly Payment Discount Vendors\u201d link on the RealSource homepage. For questions about a specific vendor or to enroll a vendor, contact Purchasing.<\/p>\n\n\n\n<p>More details are available on the <a href=\"https:\/\/controller.vcu.edu\/cost-analysis\/fringe-benefit-rates\/\">Early Payment Discounts page<\/a> of the Procurement Services website.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>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\u2014when a vendor is added to or removed from the program. EPD terms follow the [&hellip;]<\/p>\n","protected":false},"author":2024,"featured_media":1975,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[158],"tags":[21,119,263,76,56,4,5,60],"class_list":["post-1965","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-procurement-services","tag-accounts-payable","tag-early-payment-discounts","tag-epd","tag-invoices","tag-purchase-orders","tag-purchasing","tag-realsource","tag-vendors"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1965","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=1965"}],"version-history":[{"count":0,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1965\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/1975"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=1965"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=1965"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=1965"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":1966,"date":"2026-04-07T12:41:47","date_gmt":"2026-04-07T16:41:47","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=1966"},"modified":"2026-04-07T12:41:51","modified_gmt":"2026-04-07T16:41:51","slug":"fringe-rate-changes-for-fiscal-year-2026-what-you-need-to-know","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/fringe-rate-changes-for-fiscal-year-2026-what-you-need-to-know\/","title":{"rendered":"Fringe Rate Changes for Fiscal Year 2026: What You Need to Know"},"content":{"rendered":"\n<p>The Controller&#8217;s Office and the Budget Office are working on updating the fringe rates applicable to fiscal year 2026. Formal rate approval was received on March 10, 2026, and is applicable to transactions incurred on or after July 1, 2025.<\/p>\n\n\n\n<p><strong>Updated Fringe Rates<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Faculty\/Classified Fringe: 38.8% (increase from 38.1%)<\/li>\n\n\n\n<li>Hourly Fringe: 7.4% (decrease from 7.5%)<\/li>\n<\/ul>\n\n\n\n<p><strong>Update Process \u2013 Controller&#8217;s Office<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Payroll:<\/strong>\n<ul class=\"wp-block-list\">\n<li>Input new rates in Banner.<\/li>\n\n\n\n<li>New rates will be automatically applied to labor starting March 25, 2026 (Pay Period 7).<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Cost Accounting and Financial Reporting:<\/strong>\n<ul class=\"wp-block-list\">\n<li>Prepare and post adjusting journal entries in Banner for all applicable labor from July 1, 2025, through March 24, 2026.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Grants &amp; Contracts (G&amp;C) Accounting:<\/strong>\n<ul class=\"wp-block-list\">\n<li>Fringe adjustments on ongoing grants and contracts will be included on invoices.<\/li>\n\n\n\n<li>If a grant or contract has ended, departments will be required to provide an account to cover the unbilled fringe.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p><strong>Update Process \u2013 Budget Office<\/strong><\/p>\n\n\n\n<p>The Budget Office will process funding uploads to support budget adjustments related to E&amp;G fringe increases and any applicable University Fee increases.<\/p>\n\n\n\n<p>For more information, visit: <a href=\"https:\/\/controller.vcu.edu\/cost-analysis\/fringe-benefit-rates\/\">https:\/\/controller.vcu.edu\/cost-analysis\/fringe-benefit-rates\/<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>The Controller&#8217;s Office and the Budget Office are working on updating the fringe rates applicable to fiscal year 2026. Formal rate approval was received on March 10, 2026, and is applicable to transactions incurred on or after July 1, 2025. Updated Fringe Rates Update Process \u2013 Controller&#8217;s Office Update Process \u2013 Budget Office The Budget [&hellip;]<\/p>\n","protected":false},"author":2024,"featured_media":1974,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[159,161],"tags":[266,264,268,168],"class_list":["post-1966","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-budget","category-controllers-office","tag-budget-updates","tag-fringe-rates","tag-grants-and-contracts","tag-payroll"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1966","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=1966"}],"version-history":[{"count":0,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1966\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/1974"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=1966"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=1966"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=1966"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":1967,"date":"2026-04-07T12:18:38","date_gmt":"2026-04-07T16:18:38","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=1967"},"modified":"2026-04-07T12:18:40","modified_gmt":"2026-04-07T16:18:40","slug":"start-ahead-stress-less-a-simple-way-to-keep-purchases-moving-%f0%9f%97%93%ef%b8%8f","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/start-ahead-stress-less-a-simple-way-to-keep-purchases-moving-%f0%9f%97%93%ef%b8%8f\/","title":{"rendered":"Start Ahead, Stress Less: A Simple Way to Keep Purchases Moving \ud83d\uddd3\ufe0f"},"content":{"rendered":"\n<p>Sometimes the easiest way to avoid delays is also the simplest: <strong>start ahead.<\/strong><\/p>\n\n\n\n<p>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.<\/p>\n\n\n\n<p><strong>Not every purchase follows the same timeline. <\/strong>Depending on the value and complexity, some purchases move quickly while others require additional steps such as competition, contract review, approvals, or documentation. Some purchases may take a day, such as state-certified spot awards, while others\u2014like a complex RFP\u2014can take up to six months.<\/p>\n\n\n\n<p>That is why <strong>planning ahead<\/strong> makes a difference.<\/p>\n\n\n\n<p><strong>A few simple ways to keep things moving smoothly:<\/strong><\/p>\n\n\n\n<p>\ud83d\udde3\ufe0f <strong>Connect with procurement sooner<\/strong> to help clarify the approach and identify potential issues.<br>\ud83d\udccb <strong>Submit requisitions in advance<\/strong> to allow time for processing without last-minute pressure.<br>\ud83d\udd04 <strong>Start renewal conversations well before expiration<\/strong> to ensure continuity and avoid disruptions.<br>\u23f1\ufe0f <strong>Plan for the appropriate timeline<\/strong> based on the procurement method required.<\/p>\n\n\n\n<p>Details do not need to be fully defined before reaching out\u2014initial conversations often help shape next steps.<\/p>\n\n\n\n<p>The goal is to add value, support the process, and enable successful outcomes. A proactive approach helps avoid last-minute challenges and keeps things on pace. <\/p>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>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 [&hellip;]<\/p>\n","protected":false},"author":2024,"featured_media":1972,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[158],"tags":[270,4],"class_list":["post-1967","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-procurement-services","tag-planning-ahead","tag-purchasing"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1967","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=1967"}],"version-history":[{"count":0,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1967\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/1972"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=1967"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=1967"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=1967"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":1969,"date":"2026-04-07T12:04:06","date_gmt":"2026-04-07T16:04:06","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=1969"},"modified":"2026-04-07T12:04:08","modified_gmt":"2026-04-07T16:04:08","slug":"receiving-in-realsource-a-small-step-that-makes-a-big-difference-%f0%9f%93%a6","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/receiving-in-realsource-a-small-step-that-makes-a-big-difference-%f0%9f%93%a6\/","title":{"rendered":"Receiving in RealSource: A Small Step That Makes a Big Difference \ud83d\udce6"},"content":{"rendered":"\n<p><strong>System receiving in RealSource<\/strong> is more than just a formality\u2014it 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.<\/p>\n\n\n\n<p><strong>Why it matters:<\/strong> Timely system receiving supports Early Payment Discounts (EPD) and ensures compliance with the Prompt Pay Act, keeping VCU\u2019s financial processes running smoothly.<\/p>\n\n\n\n<p><strong>Best practices for efficient receiving:<\/strong><br>\u23f1\ufe0f <strong>Receive promptly<\/strong> \u2013 Enter system receiving within 1\u20132 business days of delivery or service completion to prevent invoices from sitting in the queue.<br>\u2705 <strong>Verify before receiving<\/strong> \u2013 Only complete system receiving when delivery or service is confirmed. If not personally verified, confirm with someone who has direct knowledge.<br>\ud83d\udcce <strong>Attach supporting documentation<\/strong> \u2013 A packing slip, email confirmation, or signed form keeps the record clean and supports the control behind the process.<br>\ud83d\udca1 <strong>Use the correct receiving method<\/strong> \u2013 Standard POs are received by quantity, while declining balance POs are received by dollars. Choosing the correct method keeps records accurate and avoids confusion.<\/p>\n\n\n\n<p><strong>Receiving is a team effort:<\/strong> Both requesters and shoppers can complete system receiving in RealSource\u2014approvers cannot. Departments should ensure the right people are informed and ready to handle receipts, and clear communication helps avoid bottlenecks.<\/p>\n\n\n\n<p><strong>Helpful resources:<\/strong> Step-by-step instructions, a short training video, and FAQs are available on the <a href=\"https:\/\/procurement.vcu.edu\/i-want-to\/receive-training\/\">Procurement website<\/a>. RealSource also includes a built-in guide (click the gold star) for easy reference.<\/p>\n\n\n\n<p>Completing system receiving may seem small, but it has a big impact\u2014preventing payment delays, reducing match exceptions, and making the process smoother for everyone involved.<\/p>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>System receiving in RealSource is more than just a formality\u2014it 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 [&hellip;]<\/p>\n","protected":false},"author":2024,"featured_media":1971,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[158],"tags":[21,119,5,91],"class_list":["post-1969","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-procurement-services","tag-accounts-payable","tag-early-payment-discounts","tag-realsource","tag-receiving"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1969","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=1969"}],"version-history":[{"count":0,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1969\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/1971"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=1969"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=1969"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=1969"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":1962,"date":"2026-03-31T13:56:34","date_gmt":"2026-03-31T17:56:34","guid":{"rendered":"https:\/\/blogs.vcu.edu\/procurement\/?p=1962"},"modified":"2026-03-31T13:58:17","modified_gmt":"2026-03-31T17:58:17","slug":"extra-extra-read-all-about-it-for-free-%f0%9f%97%9e%ef%b8%8f","status":"publish","type":"post","link":"https:\/\/blogs.vcu.edu\/procurement\/extra-extra-read-all-about-it-for-free-%f0%9f%97%9e%ef%b8%8f\/","title":{"rendered":"Extra! Extra! Read All About It (For Free!) \ud83d\uddde\ufe0f"},"content":{"rendered":"\n<p>Did you know your VCU login is a golden ticket to the world\u2019s top news?<\/p>\n\n\n\n<p><strong>VCU Libraries<\/strong> provides all faculty, staff, and students with <strong>no-cost access<\/strong> to a massive range of local, national, and international publications\u2014including:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>The New York Times<\/strong><\/li>\n\n\n\n<li><strong>The Wall Street Journal<\/strong><\/li>\n\n\n\n<li><strong>The Washington Post<\/strong><\/li>\n<\/ul>\n\n\n\n<p>Why pay for a personal subscription when you already have the front page at your fingertips?<\/p>\n\n\n\n<p>Unlock your free access by visiting the <a target=\"_blank\" rel=\"noreferrer noopener\" href=\"https:\/\/www.library.vcu.edu\/\">VCU Libraries site here<\/a>.<\/p>\n\n\n\n<p><em>Procurement Services<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Did you know your VCU login is a golden ticket to the world\u2019s top news? VCU Libraries provides all faculty, staff, and students with no-cost access to a massive range of local, national, and international publications\u2014including: Why pay for a personal subscription when you already have the front page at your fingertips? Unlock your free [&hellip;]<\/p>\n","protected":false},"author":2024,"featured_media":1963,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[158],"tags":[262,259,13,89,258,261,260],"class_list":["post-1962","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-procurement-services","tag-expenses","tag-nyt","tag-pcard","tag-reimbursements","tag-subcriptions","tag-wp","tag-wsj"],"_links":{"self":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1962","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=1962"}],"version-history":[{"count":0,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/posts\/1962\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media\/1963"}],"wp:attachment":[{"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/media?parent=1962"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/categories?post=1962"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.vcu.edu\/procurement\/wp-json\/wp\/v2\/tags?post=1962"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}]