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Fiscal Information for Virginia SPF-SIG

This document outlines the necessary steps and guidelines for receiving reimbursement for expenses incurred by Virginia SPF-SIG. It details the required components of the invoice, including letterhead, specific wording, and organizational information. Clear instructions for submitting invoices via mail or electronically are provided, along with payment processing details. Modifications to the budget must be approved in advance, and all project-related documents must be retained for five years post-project completion.

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Fiscal Information for Virginia SPF-SIG

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  1. Fiscal Information for Virginia SPF-SIG

  2. Receiving Reimbursement for Expenses • Create an Invoice • Top Half • Letterhead • The word “Invoice” in bold type • University Contract Number • Purchase Order Number • A “Payable To” section listing the organization name, address, phone number, and contact name of your fiscal agency • Date of submission • Invoice number

  3. Receiving Reimbursement for Expenses • Create an Invoice • Bottom Half • Expenses you are requesting reimbursement for by line item. • Budget Category (see page 53 of your RFP) • Itemized list of items under that category • Cost of each itemized item • Total amount requested for reimbursement

  4. Receiving Reimbursement for Expenses • Submit Invoice • Invoices can be submitted monthly • To submit a hard copy: • MAIL TO: OR • Virginia Commonwealth University • Center for School Community Collaboration • Attn: Joy Harris • PO Box 842020 • Richmond, VA 23284 FAX TO: (804) 828-0962 Attn: Joy Harris

  5. Receiving Reimbursement for Expenses • Submit Invoice • To submit invoices electronically • Email name, email, phone number and organization name to ecommerce@vcu.edu • You will receive an email with further instructions from Ariba. • A hardcopy still needs to be submitted to the Center for School Community Collaboration • State “Vendor uses Electronic Invoicing”

  6. Receiving Reimbursement for Expenses • Payment • Paper check • Wells Fargo Visa card

  7. Receiving Reimbursement for Expenses • Payment • Paper Check • .50% fee deducted from your invoiced reimbursement total • Allow 30 days to receive payment after submission

  8. Receiving Reimbursement for Expenses • Payment • Wells Fargo Visa card • Payment transfer system • Email name, email, phone number and organization name to commcard@vcu.edu

  9. Budget Modification • All modifications must be approved in advance • Steps • Submit budget modification request • VCU approves/declines • Receive copy of signed budget modification request stating approval/denial.

  10. Budget Modification

  11. Compliance • All books, records, and other documents relative to this project must be kept for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner.   • Virginia Commonwealth University shall have full access to and the right to examine any materials pertaining to this project throughout the course of and five years after the project closes.

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