Announcements

Purchase Order Invoicing Effective 01/09/23

 

IMPORTANT ANNOUNCEMENT

Effective January 9, 2023:  Purchase Order (PO) invoices will be entered immediately into Quantum Financials for payment.  Attend at least one of the following trainings to learn about the new process and the available tools for managing PO invoices.  The content in each training will be the same.  Feel free to attend more than one session. The training on January 4th will be recorded.

 

Date

Time

Location

Registration

Notes

December 7

2:00 – 4:00

WebEx Only

Registration

Not recorded.

January 4

10:00 – 12:00

Hybrid

WebEx Registration

 

In-person

Registration

Recorded

January 19

10:00 – 12:00

In-person Only

Registration

Not recorded.

CY 22 Year-End Deadlines

Printable PDF Version

Due to the closure of the Office of the Controller (OOTC) and Sponsored Projects Accounting and Compliance (SPAC) during the UMB winter break from Monday, December 26, 2022 through Monday, January 2, 2023, the following deadlines for processing transactions must be adhered to:

 

Transaction Description

Deadline Date

(by 5PM unless otherwise noted)

Approved employee travel and business expense eforms for inclusion in Pay Period 23-13 (Pay Date 12/23/22)

 

 Monday - December 5

Approved non-employee travel expense NONPO invoices and supporting documentation for inclusion as a payment

in December submitted to OOTC-Travel

 

Wednesday - December 7

Payroll Adjustment Forms for inclusion in Pay Period 23-13 (Pay Date 12/23/22) submitted to OOTC-Payroll

Friday – December 9

Foreign wire requests for payment in December submitted to Disbursements

Friday - December 9 - noon

Working Fund checks for inclusion as a payment in December submitted to OOTC-Working Fund

Friday - December 9

Accounts Payable invoices (PO and NONPO) for inclusion as a payment in December submitted to OOTC-Accounts Payable

Friday - December 9

Final Timesheet approval in eUMB-HRMS for PP23-13 (Pay Date 12/23/22)

Wednesday - December 14

Final payroll corrections for PP23-13 (Pay Date

12/23/22) submitted to OOTC-Payroll

Friday - December 16 - 2PM

Approved employee travel and business expense eforms for inclusion in Pay Period 23-14 (Pay Date 01/06/23)

Friday – December 16

Direct Retros for PP23-13 submitted to SPAC-Cost Analysis

Tuesday – December 20 – 2PM

Budget Retros for PP23-13 fully approved in Quantum Financials

Tuesday – December 20 – 8PM

Payroll Adjustment Forms for inclusion in Pay Period 23-14 (Pay Date 1/06/23) submitted to OOTC-Payroll

Wednesday – December 21

Deposits submitted to cashier’s window for inclusion as a receipt in December

Wednesday – December 21

December Debit Memos and Journal Entries submitted in Quantum Financials

Wednesday – December 21

Final Timesheet approval in eUMB-HRMS for PP23-14 (Pay Date 01/06/23)

Tuesday – December 27

Final payroll corrections for PP23-14 (Pay Date

01/07/23) submitted to OOTC-Payroll

Thursday - December 29 - Noon

 

If you have questions concerning these submission dates, please feel free to contact the appropriate person listed below:

 

Transaction category

Contact name

Extension

Email

Debit Memos and Journal Entries

Bryan Mack

6-2910

bmack@umaryland.edu

Deposits

Lisa Johnson

6-1334

studentaccountmgmt@umaryland.edu

Direct/Budget Retros

Beryl Gwan

6-2909

bgwan@umaryland.edu

Disbursements - Accounts Payable

Lynell Griffin

6-2931

AP_FinSvc@umaryland.edu

Disbursements - Travel

India Lewis

6-6527

travelhelp@umaryland.edu

Disbursements - Working Fund

Kenyatta Woolridge

6-2155

Fs-workingfund@umaryland.edu

Foreign Wires

Chisanga Daka

6-6490

AP_FinSvc@umaryland.edu

Payroll

Candace Chow

6-1243

DL-BFPayrollHelp@umaryland.edu

 

Important Updates Effective August 16, 2021

Printable PDF Version

July 28, 2021

The following updates from the Office of the Controller are effective August 16, 2021.  

Disbursements

Research Study Participant Payments:

Temporary Modifications have been lifted and regular operations resume.  Refer to the UMB Policy VIII-99.00(B) on Research Study Participant Payments and the related Procedure for information on making payments to Research Study Participants.  Exceptions require a fully approved Policy or Procedure Exception Request Form

Reminders: 

  • Payments for Research Study Participants are procured via a State check or a General Working Fund check. Using personal funds to pay research study participants and submitting a reimbursement request is not an allowable method.
  • The Gift Card System is still available for purchasing gift cards that are currently available in the existing inventory (the card inventory will not be replenished). Buybacks are no longer allowed. 
  • Cash Payments – Study Participant cash payment logs (see example) must be submitted to fs-workingfund@umaryland.edu within 60 days after receiving the General Working Fund check.

 

PO and NONPO STATE Invoices:

As of the date of this notice, the State is continuing to accept electronic documentation! 

Please continue to email invoices and supporting documentation as follows: 

  • PO Invoices and supporting documentation – AP_FINSVC@umaryland.edu
    (Note:  Please communicate this email address to suppliers to avoid delays).

  • NONPO – After the department has approved the invoice, email State NONPO Invoice Header and supporting documentation to rs-bf-nonpo@umaryland.edu via SecureXfr. Reminder – please limit the supporting documentation to just the necessary information needed to support the payment.  For example, do not include complete project or contract information; only include the pages that refer to the payment. 

 

NONPO General Working Fund (GWF) Invoices: 

  • NONPO – After the department has approved the invoice, email GWF NONPO Invoice Header and supporting documentation to fs-workingfund@umaryland.edu via SecureXfr. Reminder – please limit the supporting documentation to just the necessary information needed to support the payment. For example, do not include complete project or contract information; only include the pages that refer to the payment.
  • General Working Fund checks must be picked up by appointment only. Instructions for setting up an appointment are included in the check pick-up notification sent by the General Working Fund staff.  Effective August 16, 2021, the General Working Fund Office is open Monday thru Thursday. 

 

Travel: 

  • Refer to the UMB updates on travel.
  • Travel Policy and Procedure virtual refresher sessions are scheduled for August 19 and September 15. Registration links:  August 19   September 15.

 

Employee Reimbursements:

The State has rescinded the temporary approval allowing employees to ship purchases to their homes.  Purchases must follow State procurement rules.  Personal funds should not be used to purchase goods.  Therefore, the TBE System is only to be used for the following types of reimbursements:

  • Business Travel
  • Food and Business Meals
  • Cell Phone Allowances only
  • Employee Development and Training (Registrations and courses/seminars only)
  • Subscriptions
  • Association Dues

Click here for the updated list of Object codes available in the TBE System.  If the appropriate Object code is not available in the TBE System, the reimbursement must be submitted via a NONPO STATE invoice. 

TBE forms that include an Object code listed in the Appendix* must be received in the Office of the Controller by 5:00 PM on Tuesday, August 10 so that they can be evaluated before the de-activation.  Beginning August 11, reimbursements using an Object code listed in the Appendix must be submitted via a NONPO State invoice in Quantum. 

Questions?  Contact Lynell Griffin at LynellGriffin@umaryland.edu

  

General Accounting

Equipment/Asset Tags:

Equipment/Asset tags will be delivered to departments.  General Accounting will contact departments to schedule a delivery time.  It is the responsibility of the departments to tag their equipment timely and to promptly return the tag certification forms to DL-BFGeneralAccounting@umaryland.edu

Reminder:  Equipment/assets purchased using UMB funds, including those purchased using personal funds and subsequently reimbursed to the individual, are the property of UMB.  

What is a Non-Capital Asset? 

  • Non-Capital Asset (NCA):  
    A Non-Capital Asset is equipment or other physical asset with an acquisition cost of $1,000 or more but less than $5,000 per unit and with a useful life greater than one year. 
  • Designated Non-Capital Asset (DNCA):  
    DNCAs are a subset of NCAs that require additional stewardship such as documentation showing assignment to UMB employees or Affiliates.  Generally, DNCAs are desirable, easily converted to personal use, and susceptible to theft.  Typically, these assets are not fixed to a permanent structure and can be easily removed or carried.   Examples include laptops, tablets, audio/visual equipment, and NCAs located in a residence

 

DNCAs must be recorded in the Employee Equipment Acknowledgment Form (EEAF) System.  Navigate to the EEAF System by clicking on the Office of the Controller-Financial Services website and selecting the EEAF link listed under the General Accounting section.  Click here for additional information on capital and non-capital assets.

Read the UMB Policy VIII-1.10(A) on Non-Capital Assets and the related Procedure for detailed requirements and additional information.

 

Equipment/Asset Inventories:

Equipment/Asset inventories will resume in October, 2021.  Additional details will be sent to departments in September, 2021.  

Questions?  Contact Sheri Myers at smyers@umaryland.edu 

 

Payroll Services

Updates for payroll forms and submission requirements can be found on the Payroll Announcements webpage in the 2021 Payroll Forms Submission Instructions document

Questions?  Email DL-BFPayrollhelp@umaryland.edu 

 

Student Financial Services

Re-opening of the Cashier’s Office for Departmental Deposits:

Effective August 16th, 2021 the Cashier’s Office will be accepting departmental deposits Monday through Friday from 8:30am – 3:00pm by appointment only. 

To schedule an appointment, please book via Microsoft Bookings at:

https://outlook.office365.com/owa/calendar/UMBUniversityCashier@umbcits.onmicrosoft.com/bookings/

For additional departmental deposit information please visit https://www.umaryland.edu/student-financial-services/university-cashier/

 

Appendix

*List of TBE Object Codes to Be De-Activated in TBE

Object

Description

3210

Postage & Mail

3290

Mailing Service

3718

CS- Printing & Reproduction Services

3728

CS- Freight & Delivery

3915

Books/Periodicals

3916

Office Supplies

3922

Conference Materials

3924

Instructional Materials

3939

PPE Equipment

3948

Duplicating & Printing Supplies

3952

Other Supplies & Materials

3975

IT Supplies

 

Re-opening of Cashier’s Office for Departmental Deposits

The Health Sciences and Human Services Library (HS/HSL) building has reopened to UMB and UMMC staff on a limited basis.  

Reminder:  Monday, December 21 is the last day to make a departmental deposit for the calendar year.  An appointment is required. 

Effective January 4, 2021 the Cashier’s Office will be accepting departmental deposits on Tuesdays, and Thursdays from 9:00am – 3:00pm by appointment only. 

To schedule an appointment, please book via Microsoft Bookings at:

https://outlook.office365.com/owa/calendar/UMBUniversityCashier@umbcits.onmicrosoft.com/bookings/

The scheduled appointment time does not guarantee entry into the HS/HSL building due to capacity restrictions. If you are denied entry into the library during your scheduled appointment time, please call 410-706-7393 to arrange an alternate time. 

For additional departmental deposit information please visit https://www.umaryland.edu/student-financial-services/university-cashier/.