Financial Services Procedures

Interagency Transfers

Financial Affairs, Financial Services   |   Approved December 2, 2016

Purpose

Prepare and process interagency transfers.

Applicability

Operational Units (schools, departments, divisions) and Authorized Affiliates involved in payments between UMB and other State of Maryland Agencies.

Instructions

In accordance with the State of Maryland General Accounting Division requirements, payments between State Agencies must be processed through R*STARS via an interagency transfer.


  1. Invoices sent to another State Agency
    1. When goods and services are provided to another State Agency, the Operational Unit submits an invoice request to Financial Services - General Accounting (FS-GA).  Refer to the Customer Billing Procedure for submitting an invoice request. 
    2. After FS-GA receives the credit from the billed State Agency through R*STARS, the payment is applied to the chartstring indicated on the invoice.

  2. Invoices received from another State Agency
    1. Purchase Order Invoices
      1. An invoice received from another State Agency should include the following R*STARS coding information:
        1. Agency Code
        2. PCA
        3. Object Code
        4. Transaction Code
      2. Invoices should be mailed to Financial Services – Accounts Payable (FS-AP):

        Financial Services-Accounts Payable
        The Saratoga Building
        220 Arch Street, Room 02-121
        Baltimore, MD  21201
        Email:  AP_FinSvc@umaryland.edu

      3. The Operational Unit completes the online receipt for the purchase order.
      4. FS-AP enters the payment into R*STARS and generates a eUMB transaction to charge the Project ID and Account on the purchase order.  This transaction also reduces the encumbrance.
    2. Non-Purchase Order Invoices
      1. An invoice received from another State Agency should include the following R*STARS coding:
        1. Agency Code
        2. PCA
        3. Object Code
        4. Transaction Code
      2. The Operational Unit approves the payment by signing the invoice and listing the PCBU, Project ID, and Account to be charged.
      3. The approved invoice should be sent to Financial Services - General Accounting (FS-GA) for processing:

        Financial Services-General Accounting
        The Saratoga Building
        220 Arch Street, Room 02-125
        Baltimore, MD  21201
        Email:  DL-BF General Accounting@umaryland.edu

      4. FS-GA enters the payment into R*STARS and generates the journal entry to charge the appropriate Operational Unit.

  1. Other Interagency Transfers
    1. Receipts
      1. The Operational Unit must send an email to DL-BF General Accounting@umaryland.edu when an invoice is not required (e.g. inter-institutional agreement) and payment from another State Agency is expected.
      2. Include the following information in the email:
        1. Agency sending the payment and amount
        2. Operational Unit PCBU, Project ID, and Account to be credited
    2. Payments
      1. A payment to another State Agency under an agreement that does not require an invoice (e.g. inter-institutional agreement) may be processed by sending a request to DL-BF General Accounting@umaryland.edu 
      2. Include the following information in the email:
        1. Agency Code, PCA, Object Code, Transaction Code, Description/Purpose of Payment
        2. Operational Unit PCBU, Project ID, and Account to be charged

Questions?  Contact the FS-GA Manager at 410-706-6025.


RESPONSIBILITIES

Operational Units

  • Promptly submit invoice requests in accordance with UMB Policy VIII 6.00(A) on Customer Billing and Collections and related Procedure.  
  • Promptly enter the receipt of goods or services into eUMB Financials for purchase orders.
  • Promptly authorize payment of non-purchase order invoices and submit to FS-GA with the PCBU, Project ID, and Account.
  • Contact FS-GA when expecting a transfer from another State agency and supply the chartstring to credit.  

        Financial Services – General Accounting

        • Promptly process invoice requests from Operational Units in accordance with UMB Policy VIII 6.00(A) on Customer Billing and Collections and related Procedure.
        • Promptly process transfers upon request from Operational Units.
        • Promptly credit the Operational Unit chartstring upon receipt of payments and transfers.
        • Assist Operational Units with R*STARS coding when needed.

        DEFINITIONS and TERMS

        Authorized Affiliate Employee - Person employed by an entity that has a relationship with UMB authorized by the Board of Regents or by law, e.g., faculty practice plan organizations, University of Maryland Baltimore Foundation, Inc. and other affiliated foundations, the University of Maryland School of Medicine Alumni Association, Inc., UMB’s recognized affiliated business entities, the University of Maryland Medical System/University of Maryland Medical Center, and other University System of Maryland institutions.

        Operational Unit – A school, department, or other unit responsible for managing UMB resources.

        R*STARS – The Relational Standard Accounting and Reporting System (R*STARS) is the State of Maryland accounting system.



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