Mission Statement
Finance and Administration delivers services to all members of our school and our external customers in a timely, professional manner with the highest standard of integrity. We conduct the business of the university in ways that consistently enhance the academic mission of the School of Medicine and support the reputation of the university.
What's New
- With the introduction of Chrome River, VCU’s new online travel authorization and reimbursement system, the Dean’s Office travel approval guidelines have been reviewed and updated. Effective May 1st, only the Dean’s direct reports should enter Darrell Griffith as the Authorized Approver when prompted to by Chrome River. All other Faculty and Staff should follow the approval flow established by their department.
- The university’s delegated authority has been increased to $10,000 from $7,500.
- New MCVF expenditure policy has been updated on the MCVF website.
Budget Information for Departments
Contact: Sung-Hee Jeu
Budget development process:
- Timeline
The budget process begins in February and concludes in March. - Guidance/Instructions
This information may be found under VCU SOM and MCVP forms in the Budget and Planning Documents and Forms section on the My Budget tab of the Lawson Portal. - Templates (i.e. faculty recruitment spreadsheets)
This information can also be found on the Lawson Portal.
Reporting requirements
Departments are required to send the Dean’s Office a quarterly MCVF report listing the current fund balances.
Contact: Candace Gordon
Budget development process
Health Sciences Budget System
- Timeline
The budget process begins in March. - Guidance/Instructions
The budget process includes budget development and strategic review of your areas. Please view BHS - FY17 Budget Development and Strategic Guidance and Review for more information.
Contact: Candace Gordon
Budget development process
Excel templates are sent to centers and institutes for completion during the budget process.
- Timeline
The budget process begins in February. - Guidance/Instructions
The budget process includes budget development and strategic review of your areas. Please view Centers and Institutes - FY17 Budget Guidance for more information. - Templates
Centers and Institutes - FY17 Budget Guidance
Building Design and Project Management
Welcome to the VCU School of Medicine Office of Design and Project Management (ODPM) website. The School of Medicine encompasses more than 883,000 gross square feet research, teaching and clinical space on the MCV Campus, coupled with 26,000 lease-able square feet of rental space in the surrounding downtown locations. The ODPM is organized to provide the most comprehensive planning, design and construction services for the School of Medicine.
Mission
The mission of the Office of Design and Project Management in the School of Medicine is to strategically plan, design and advocate the best management practices for programming and budgeting while providing the best customer service from a concept to project completion.
The VCU School of Medicine Office of Design and Project Management (ODPM) oversees more than 883,000 school space on campus, in addition to over 26,000 square feet of leased space.
The ODPM also manages and maintains the School of Medicine’s space data through FMDesktop and the Research Space Management System (RSMS) database. Through these programs, ODPM tracks the assignment of research space in a grant-dollars-per-square-foot format.
Assignment of space to medical school departments is made by the Dean, who serves as final arbiter for space assignments within the School of Medicine. Research space assignments are not permanent. Space is assigned to departments, not owned by its occupants. Extramurally-funded sponsored research is given the highest priority for assignment of research laboratory and research-related space.
To request space from the School of Medicine, please fill out the form below:
The School of Medicine’s Office of Design and Project Management provide a comprehensive and all-inclusive approach to project planning and design. Collaborating with the university’s Facilities Management Division, the ODPM utilizes these relationships to assist the School of Medicine Dean’s Office and SOM-affiliated departments to critically evaluate programmatic needs for a project. Services include:
- Space planning and programming
- Interior design
- Preliminary cost estimating
- Project management
Renovation projects present a unique set of variables that require a thorough evaluation of the existing conditions and design intent, coupled with the project budget and schedule expectations. The Office of Design and Project Management is an invaluable resource for SOM departments during this important decision-making process.
The School of Medicine’s Office of Design and Project Management delivers customer services to navigate the process for the SOM Departments. Collaborating with the university’s Facilities Management Division, the ODPM work in tandem with the SOM personnel to advise and provide direction from concept through construction. Relaying on the best practices and past project experiences, the ODPM offers a unique, user-based perspective on how to achieve program goals and desired end results. The ODPM is an invaluable partner, advocate and resource for all School of Medicine projects.
James W. and Frances G. McGlothlin Medical Education Center
Size: 200,000 gross square feet
Cost: $ 158 million
Completion date: December 2012
A new 12-story building for the School of Medicine, featuring four floors of innovative technology-based collaborative learning tables for academic instruction, a 250-seat auditorium, administrative support and two floors dedicated to the Massey Cancer Center. Read more »
The Pauley Heart Center
Size: 10,874 gross square feet
Completion date: September 2012
Renovation of existing lab that features a new state-of-the-art wet lab bench and procedure spaces to support principal investigators, new animal surgery suite and catheterization labs with adjoining collaborative meeting spaces and offices. View website »
Sanger Hall Pre-clinical MRI and Spectroscopy System
Size: 1,000 gross square feet
Cost: $2.2 million
Completion date: June 2011
Renovation of the existing lab, incorporating a new MRI with research support space for the Center for Molecular Imaging.
What is the first step to initiate a project?
Contact the appropriate SOM Department Administrator for approval, followed by completing the SOM space request form.
How is space assigned?
The Dean’s Office, based on a variety of factors, determines and approves space assignments.
Who should I contact regarding a budget code?
the appropriate SOM Department Administrator to determine the budget code assigned for the project.
Who should I contact regarding a need for keys?
All keying request shall be submitted online as a work request: https://fss.vcu.edu/
Who should I contact regarding a need for data/telephone?
Submit a ticket to Technology Services on Cherwell.
Who should I contact if the heating/cooling malfunctions?
Work order requests shall be submitted to the following website: https://fss.vcu.edu/
Who should I contact regarding emergency power need?
Work order requests shall be submitted to the following website: https://fss.vcu.edu/
Who should I contact regarding a light fixture malfunction?
Work order requests shall be submitted to the following website: https://fss.vcu.edu/
What is the Building Automation System?
The Building Automation System is a Facilities Management tool that monitors potential mechanical, electrical and plumbing failures. This resource is recommended for spaces with sensitive research equipment. Contact the Office of Design and Project Management for more information.
What are my furniture options?
Furniture options include the use of the university’s surplus inventory to the procurement of new furniture. Contact the Office of Design and Project Management for more information.
What is the procedure regarding ordering casework?
To insure the best resources are utilized, contact the ODPM prior to any casework selection and procurement.
What it the procedure in ordering equipment?
To insure the best resources are utilized, contact the ODPM prior to any casework selection and procurement.
Who do I inquire about requesting more space?
The Dean’s Office, based on a variety of factors, determines and approves space assignments. Contact the Office of Design and Project Management for more information.
What is the selection process for design services?
The ODPM collaborates with the FMD Planning and Design Department to evaluate the design services best suited for the project.
What is the role of the FMD Planning and Design Project Manager?
The Planning and Design Project Manager coordinates the project scope with the architect to insure the design meets program needs, the budget, and schedule.
What is the role of the FMD Construction Manager/University Renovations Project Manager?
The FMD Construction Manager/University Renovations Project Manager coordinates the construction activity according to the construction design documents provided by the Architect/Planning and Design Project Manager.
Who do I contact should problems arise post project?
Contact the ODPM should issues arise following the completion of the project.
Dean's Office Administrative Services
Administrative Services serves as a clearinghouse for all financial and budgetary aspects of the Dean's Office units.
All requisitions, direct pays and travel reimbursements are processed through Administrative Services. Additionally, documentation for purchasing card transactions and unit-initiated VCU services such as Mail Services and Media Services are submitted to Administrative Services.
The corporate purchasing card (P-Card) is available for university departments. The card streamlines the procurement and payment process for small purchases. Use of the card eliminates requisitions and shifts paper processing to the credit card company. Cardholders may contact vendors that accept the card to procure goods and services. Cardholders are required to reconcile their transactions using the Bank of America online system. Upon receipt of their online reports, cardholders must download and submit a transaction report and all supporting document, including PCOs, receipts and business meal calculators. A monthly statement is sent to the cardholder. The cardholder is required to maintain a log of purchases that must be signed by the card holder’s supervisor and forwarded to Administrative Services by the fifth business day following receipt of the Bank of America email. In addition to the log, the monthly statement and all supporting documentation (quotes for prices, SWAM quotes and packing slips) should be submitted. Administrative Services is the official reviewer/authorized approver for all P-Card logs. Logs will not be approved unless all documentation for all charges is attached.
P-Card transactions are not exempt from eVA and SWAM policies, and appropriate vendors should be used for charge card transactions. Necessary documentation should be submitted with the P-Card logs each month. P-Card purchases that are made over-the-counter at a physical store are eVA-exempt. Additionally, over-the-counter purchases with non-SWAM vendors are exempt from needing a SWAM quote; however, these purchases should be the exception rather than normal procedure. Repeated over-the-counter purchases should not be made in order to circumvent SWAM procedures. Cardholders continue to be responsible for obtaining SWAM quotes for P-Card purchases.
All P-Card purchases to eVA registered and non-registered vendors must be entered in eVA as a PCO unless the order is for something on the eVA Categories and Exemptions list.
Personal reimbursements are processed using Direct Pay rather than eVA. All required receipts and business purpose should be submitted to Administrative Services, who will complete a Direct Pay form and forward it to Accounts Payable for processing.
Personal reimbursements to employees should not include food items, office supplies, lab supplies, computers, computer software or printing.
- Personal reimbursements are exempt from eVA and SWAM requirements.
- The person being reimbursed must be the person who made payment.
- All applicable university procurement regulations must be followed and appropriate approvals attached (for furniture, etc.)
- Original receipts must be attached, no photocopies.
- All receipts, including restaurant receipts, must be dated and itemized to show what was purchased — a credit card receipt is not acceptable unless it also shows an itemization. The itemization total must match the total paid.
- Receipts must show a zero balance or note the method of payment applied. A receipt with a balance and no information of any kind of payment isn’t sufficient.
- If paid by check, a copy of the front and back of the canceled check needs to be attached. This can be an online print-out of the check image from the bank. Personal information can be blacked out on check copies.
- Whenever possible, do not mix personal purchases with business purchases. If a receipt includes personal purchases, lightly cross out or otherwise note personal purchases. Do not use highlighter or tape on receipts — it fades the printing.
- For all meals, a list of invitees/attendees must be attached and the business purpose must be specified.
- A completed business meal calculator
is required to be submitted with all reimbursement for business meals. - Appropriate approvals should be obtained before the expense is made. This includes meals that exceed 150 percent of the per diem rate, and meals and/or travel to be paid on a 1-ledger account.
Acceptable documentation for meal reimbursements:
- Meal paid by cash – dated, itemized receipt showing cash payment made plus list of attendees plus business purpose
- Meal paid by credit card – dated, itemized receipt showing credit card payment plus list of attendees plus business purpose or dated, itemized receipt plus separate credit card receipt with matching totals plus list of attendees plus business purpose or dated, itemized receipt plus credit card statement showing matching payment to vendor (personal information can be blacked out on credit card statements) plus list of attendees plus business purpose
- Meal paid by check – dated, itemized receipt plus copy of front and back of canceled check plus list of attendees plus business purpose
Technology Services purchases all computer equipment and peripherals, maintenance contracts on computer equipment, software and training. Contact School of Medicine Technology Services for your computer needs. Units are responsible for purchasing toner for their individual equipment.
When checks and cash payments are received, it's important to ensure that these funds are deposited in a timely manner. When checks or cash total more than $100, they must be deposited the same day they're received. If received after the cashier's office is closed for the day, they can be deposited the following day and should be stored in a secured, locked location overnight. Collections totaling less than $100 should be deposited no less often than weekly. Cash payments must be receipted using a university-provided, consecutively-numbered receipt book. Any voided receipts must be retained for documentation. Post-dated checks are not accepted.
The procedure for receiving and depositing checks and/or cash is as follows:
- Immediately upon receipt, restrictively endorse each check For Deposit Only, Virginia Commonwealth University. All checks should be payable to VCU, Virginia Commonwealth University or any variation thereof. Checks not payable to VCU should be endorsed on the back Payable to VCU, and signed by the person to whom the check was written.
- If cash is received, you must provide a numbered receipt to payer. Give original receipt to payer and retain copy to attach to deposit/receipt form. Voided receipts should also be attached to the deposit/receipt form.
- Complete a Deposit Receipt form. Enter the index and account code and purpose of payment. List checks individually, including date check received, check number, check date, source/purpose of check and amount.
- Bring the original deposit/receipt form with all checks, cash and copies of receipts given for cash payments (including voids) to Administrative Services for approval. When approved, copy all documents for Administrative Services and your files, and mail the original with original checks to:
Cashier's Office
Box 843031
Things to know
Education and General (E&G) Funds are also known as 1-ledger funds or operating funds, and are considered state funds. As state funds, E&G dollars have restrictions as to how they may or may not be spent. Please see the VCU Allowable and Non-Allowable Expenditures policy for a complete list of these restrictions.
Budgets for E&G can be viewed as either permanent or current allocations. Each fiscal year, departments should strive to fully utilize their current year's E&G allocation based on the teaching and educational needs within the department. For more information on the differences between these types of budgets, please see Budget Definitions under the Financial Topics section of the VCU Fiscal Handbook.
Excellence funding is a presidential initiative created to support continued research excellence at VCU. To be eligible for excellence funds, the Dean must nominate and receive approval from the VP for a recently recruited faculty member or position under recruitment. Once approved, VPHS transfers the E&G funds into an index their office has established specifically for that faculty member. This index is to be used solely for that faculty member's excellence funds so expenses can be tracked. The funds may only be used to support that faculty member's salary and fringe or research activities (i.e., equipment, postdoctorate salary, graduate student stipends or lab resources). This funding is permanent and remains in the department as long as the faculty member remains in his/her position.
An eminent scholar shall be a person who has achieved national eminence in a discipline as judged by his or her peers on the evidence of effective teaching and productive scholarship, or on the basis of distinguished accomplishments in areas that lie beyond academic endeavor. The appointee must hold the rank of associate professor or professor and must be full-time faculty.
The State Council of Higher Education for Virginia (SCHEV) administers the Eminent Scholars Program, which provides matching funds to partially fund a compensation supplement for eminent scholar faculty positions over and above a base salary for the position. State eminent scholar funds may be available under the program to partially match qualifying eminent scholar endowment income (endowment funds are maintained by the MCV Foundation). State eminent scholar funds may only be used to supplement base salary.
The VCU indexes tied to eminent scholars can be either SA-XXXX (State Matching Funds) or SS-XXXX (MCV Foundation Funds). Departments who have faculty paid from an eminent scholar index (SS-XXXX) must submit quarterly reports.
Facilities and Administrative Cost Recoveries (FACR), also known as 2-ledger or overhead funds, are indirect dollars the university receives based on specific direct cost expenditures from certain sponsored program/research awards. As state funds, FACR dollars have restrictions on how they may or may not be spent. Please see the VCU Allowable and Non-Allowable Expenditures policy for a complete list of these restrictions.
Often departments use accounts maintained at the MCV Foundation as a source of funding to clear deficits in VCU unrestricted (4-ledger) or restricted (6-ledger) indexes. The MCV Foundation requires documentation showing the charges were paid on a VCU 4- or 6-ledger index. This is typically the monthly e-print reports (FGRODTA and FGRBDSC) in order to reimburse expenses. In addition to those reports, they also require a completed Request for payment form .
View the MCVF Expenditure Request Process 
The foundation will process the request and, once approved, send a check to VCU to post the revenue to the index. You can verify the revenue has been received by checking the Banner screen FGIBDSR (the executive summary) for the specific index. Make sure to leave the Include Revenue Accounts box checked.
If the request for reimbursement is related to a Dean's commitment which is to be reimbursed from the MCV Foundation, follow the steps below:
- Complete this request for payment form found on MCVF website (submit two copies).
- Submit Banner e-print reports, FGRODTA and FGRBDSC.
- Banner index to be reimbursed must be a 4- or 6-ledger.
- Submit breakdown of expenses to be reimbursed by individual commitments made by the Dean.
- Submit above documentation to Candy Gordon or Sung-Hee Jeu in the Dean's office. The Dean's office must authorize release of our funds at MCVF for reimbursement to the department.
- Dean's office reviews and submits to MCVF for payment. Dean's office will send department a copy of signed authorization.
- Request for payments received by MCVF by noon on Wednesday are paid to the university the following Monday.
- The department is responsible for ensuring payment was made in the appropriate amount and to the proper index through the monthly reconciliation process.
The Commonwelath Accounting Policies and Procedures (CAPP) from the Virginia Department of Accounts advises that:
In a timely manner, agencies should allocate the expenditures recorded in the convenience object codes to the appropriate actual object codes which reflect the actual type of purchase or credit within CARS.
For VCU, this convenience code is account number 620002 (Undistributed Charge Card Supplies) and Banner would replace the CARS system.
When using the purchasing card, some charges will post directly to the appropriate account code based on the type of expenditure or credit the transaction is. However, purchasing card expenditures that post to Banner orgs under account number 620002 should be moved to the appropriate account code which reflects the actual type of purchase or credit.
Departments should review the Banner orgs tied to their P-Cards each month to determine which charges need to be moved off of the correct account. The best method would be to use FGIBDSR (executive summary) and drill-down on the YTD activity field for account 620002. This will give you detailed information about any charges which have posted to the convenience code that need to be moved. Transferring the expenses to the correct account is accomplished by submitting a journal voucher to move the expense to the correct index/account.
The University Budget Management Policy Statement states that:
Departmental administrators and fiscal personnel are responsible for reviewing information in Banner Finance for accuracy and ensuring that sufficient revenue budget and expenditure budget is available to support the fiscal year activities. In the event that a Banner org/index goes into a deficit, the deficit must be resolved as soon as possible but no later than the next month-end.
Reports are available in the VCU Reporting Center including a Grant Deficit report and a Non-Grant Organization Deficit report. These are located in the Finance folder and can be run by your department number and fiscal period. It provides, by index, a snapshot of those in deficit status. Appropriate journal vouchers or reimbursement requests should be processed each month to ensure compliance with the deficit monitoring policy.
The processing of Journal Vouchers (JV) is the method used by the university to transfer expenses or budget from one Banner index/account to another. These transfers can be within the same department or between different departments, and have different approval requirements based on dollar amount. For more information related to the types of JVs, how to process transfers, approval levels, etc., please see the Banner Finance Guidelines .
Although this is not a comprehensive list, below are some common forms requiring Dean's Office approval along with guidelines of what to provide with the forms.
Travel authorizations for:
- Department Chair (domestic travel greater than $500)
- All foreign/OCONUS (Outside Continental U.S., including Hawaii, Alaska, etc.) travel
- All travel exceeding $5,000
- All travel when lodging expenses exceed 200% of the base rate (a memo with an explanation/justification is required)
All authorizations must include the following information:
- Detailed business purpose please note "Attending a conference" is not an adequate purpose; please explain how it benefits VCU
- Supporting documentation that shows the dates of the event (invitation, conference program/agenda)
- Per diem rate sheet
Travel reimbursements for:
- All Department Chair or School of Medicine Dean reimbursements
- Business meals if over 150% of meal per diem or any alcohol expenses
- Business meal reimbursements must include:
- Completed Business Meal Calculator Form
- Detailed business purpose, please note, "Having a business meeting" is not an adequate purpose; you must include what was discussed in general terms and a list of the attendees
- Business meal reimbursements must include:
- All travel reimbursements when the reimbursement amount exceeds the original travel authorization by 10% rate (a memo with an explanation/justification is required)
Contracts, agreements and memos of understanding
In-band adjustments, salary adjustments, awards or position establishment for pay band 4 or above
- Include a copy of the latest employee evaluation with this submission
Moving and relocation agreements
- Include a copy of the offer letter
Request to serve alcohol at university events (on- or off-campus)
- Excludes recruitment events/meals
Fixed price agreements
Honorariums exceeding $2,000 (include business purpose with submission)
Cellular telephone authorizations
Parking requests
Evaluations of all Department Administrators
Contact Us
Finance and Administration
VCU School of Medicine
Physical Address: McGlothlin Medical Education Center (MMEC), 1201 E Marshall St., 4th Floor
Mailing Address: Box 980565
Richmond, Virginia 23298-0565
Phone: (804) 828-9794
Fax: (804) 828-7628
Senior Associate Dean for Finance & Administration
TBA
Senior Associate Dean for Finance & Administration
TBA
School of Medicine Dean's Office
Paul F. Peterson
Assistant Dean for Administration
Paul F. Peterson
Assistant Dean for Administration
Finance and Administration
Phone: (804) 828-3054
Fax: (804) 828-7628
Email: Paul.Peterson@vcuhealth.org
Tricia Gibson, MS, CRA, CCRP
Assistant Dean, Research Administration
Tricia Gibson, MS, CRA, CCRP
Assistant Dean, Research Administration
Office of Research Administration
Phone: (804) 828-9275
Fax: (804) 828-7628
Email: tricia.gibson@vcuhealth.org
Ruth McIntosh-Brandt
Program Administrator
Ruth McIntosh-Brandt
Program Administrator
Finance and Administration
Phone: (804) 828-6040
Fax: (804) 828-6011
Tracy Bowers
Manager, Fiscal & Assets Management
Tracy Bowers
Manager, Fiscal & Assets Management
Finance and Administration
Phone: (804) 828-2497
Fax: (804) 828-6011
Email: tracy.bowers@vcuhealth.org
Ashleigh Luck
Lead Financial Analyst
Ashleigh Luck
Lead Financial Analyst
Finance and Administration
Phone: (804) 828-2897
Email: ashleigh.luck@vcuhealth.org
Ann-marie Taranto
HR Business Partner
Ann-marie Taranto
HR Business Partner
Finance and Administration
Phone: (804) 828-2044
Fax: (804) 828-6011
Beth Kiser
Director of Space Management and Interior Design
Beth Kiser
Director of Space Management and Interior Design
Finance and Administration
Phone: (804) 827-9925
Fax: (804) 628-1984
Candice Weber, MA, CRA
Director, Training & Compliance
Candice Weber, MA, CRA
Director, Training & Compliance
Office of Research Administration
Phone: (804) 628-0065
Email: Candice.Weber@vcuhealth.org
Kaye Mangus, MBA, CRA
Assistant Director for Research Administration
Kaye Mangus, MBA, CRA
Assistant Director for Research Administration
Office of Research Administration
Phone: (804) 628-4159
Email: kaye.mangus@vcuhealth.org
Elham Almousa
Mgr of Clinical Research Administration
Elham Almousa
Mgr of Clinical Research Administration
Office of Research Administration
Phone: (804) 827-3913
Email: elham.almousa@vcuhealth.org
Margaret Phillips, MBA, CRA, CCRP
Associate Director for Business Operations
Margaret Phillips, MBA, CRA, CCRP
Associate Director for Business Operations
Office of Research Administration
Phone: (804) 628-6285
Letitia Rivers, CCRP, OnCore Certified
Research Administrator
Letitia Rivers, CCRP, OnCore Certified
Research Administrator
Office of Research Administration
Phone: (804) 628-3272
Email: letitia.rivers@vcuhealth.org
Kate Leonard, MA, CRA
Director, Shared Service Operations
Kate Leonard, MA, CRA
Director, Shared Service Operations
Office of Research Administration
Phone: (804) 628-1088
Julie Tremblay
Research Administrator
Julie Tremblay
Research Administrator
Office of Research Administration
Phone: (804) 828-5937
Email: julie.tremblay@vcuhealth.org
John Thrift
Manager, Clinical Research Activation
John Thrift
Manager, Clinical Research Activation
Office of Research Administration
Phone: (804) 628-4769
Email: john.thrift@vcuhealth.org
Terrence Banks
Clinical Research Budget Analyst
Terrence Banks
Clinical Research Budget Analyst
Office of Research Administration
Phone: (804) 628-5989
Email: Terrence.Banks@vcuhealth.org
Eric Szandzik
CT Financial Analyst
Eric Szandzik
CT Financial Analyst
Office of Research Administration
Phone: (804) 827-0633
Email: Eric.Szandzik@vcuhealth.org
Donald Yat
Donald Yat
Finance and Administration
Cindy Kinney, MBA, CRA
Senior Research Administrator
Cindy Kinney, MBA, CRA
Senior Research Administrator
Office of Research Administration
Phone: (804) 628-4513
Email: cindy.kinney@vcuhealth.org
Rebecca Mattauch, MDA
Senior Financial Analyst
Rebecca Mattauch, MDA
Senior Financial Analyst
Finance and Administration
Phone: (804) 628-0250
Contact information for administrator and senior fiscal staff
It is important to keep our records up to date, and your participation is required.
If you have changes to your contact information, please click on the link below and provide all of your information to update your records. This information is for Dean’s Office use only.