Financial Services Announcements

Quantum Financials FY21 Year-End Deadlines

As we head to the end of Fiscal Year 2021 (FY21), your cooperation is requested to ensure that transactions are properly recorded in the correct accounting period. As you know, this is our second year closing with a new financial system and we are still operating in a challenging teleworking environment so adherence to prescribed procedures is particularly important. Our ability to make exceptions for deadlines may be limited. A brief description of the critical deadlines to assist you with your department’s year end closing process follows. Please circulate this memo to all personnel involved in the fiscal and business operations of your department. Note: all dates are in 2021. 

Requisitions for FY21 Expenditures

Procurement requisitions where the expenditure must be recorded in FY21 totaling less than $200,000 must be received in Strategic Sourcing and Acquisition Services (SSAS) by Friday, May 14th. Requisitions totaling more than $200,000 must be received in SSAS by Friday, April 23rd. Please ensure that any back-up documentation necessary is included as requisitions will be held until documentation is received. Adherence to these deadlines will help us to ensure that a purchase order is generated by June 30th. Requisitions submitted after May 14th will need to be processed as a FY22 requisition following the procedures below for ‘Requisitions for FY22 Expenditures’. 

Procurements involving complicated proposal submissions from vendors, contracts, lengthy evaluations, or those requiring outside agency approval have a long lead-time. Requisitions of this type should be submitted IMMEDIATELY. It is recommended that you consult with SSAS as soon as your needs are identified. 

Requisitions for FY22 Expenditures

The July 2021 period will be opened in Quantum on Thursday, April 1st so you can begin creating requisitions for FY22 on that date. PLEASE NOTE: On the requisition in the Note to Buyer section, indicate that this is a FY22 requirement. For non-project requisitions, the budget date and requested delivery date must be 7/1/2021. For project requisitions, the expenditure item date, budget date and requested delivery date must be 7/1/2021. The expenditure item and budget date fields default to the current date in Quantum so they must be manually changed. The requested delivery date field defaults 30 days from requisition creation date in Quantum, so it must be manually changed. 

FY21 Accounts Payable

For expenses to appear in FY21, the following deadlines must be adhered to by invoice type and/or payment method: 

PO invoices- items must be received in Quantum and invoices must be emailed to AP_FINSVC@umaryland.edu by Friday, June 11th. 

NONPO Supplier Registrations- new suppliers that are needed for FY21 invoices must be submitted with complete and accurate information by Wednesday, June 2nd. 

NONPO invoices with “State Payment” payment method- the invoice must be initiated and approved by the department and supporting documentation must be emailed to rs-bf-nonpo@umaryland.edu via Accellion by Wednesday, June 16th. 

NONPO invoices with “General Working Fund” payment method- the invoice must be initiated and approved by the department and supporting documentation emailed to rs-bf-nonpo@umaryland.edu via Accellion by Wednesday, June 16th. 

PO or NONPO invoices with “STO WIRE” payment method- the wire requests and documentation should be sent to the appropriate email inbox (NONPO or PO) by Friday, June 11th. The subject of the email should be “WIRE REQUEST”. 

NONPO invoices created before June 1st but not approved by the department by June 16th will be cancelled/deleted by OOTC. NONPO invoices created after May 31st that are not submitted and department approved by the deadline will be swept to July and posted in FY22. 

For State and Auxiliary account combos where the invoice is submitted and/or received after the deadline but the services or materials were delivered in FY21, an accrual journal entry (source MDB) will be created by OOTC in Quantum Financials charging an expense in FY21. The amount will be posted (and viewable in Quantum Analytics) by Friday, July 9th. The accrual will be reversed in July when the actual invoices will be processed. 

FY21 Travel and Business Expenses (TBE)

For TBE reimbursements to appear in FY21, the following deadlines must be adhered to by recipient type:

Employee business and travel expense eforms- must have supervisor and fiscal approvals by Tuesday, June 8th so that they can be loaded in the last payroll of FY21 (PP#21-26).

Non-employee travel expense eforms- must have fiscal approvals by Friday, June 4th so they can be processed in Quantum Payables. 

FY21 VISA Procurement Card (PCard) Expenses

The expenses for the PCard transactions appearing on the June 25th billing statements (and all prior billing periods) must be submitted and approved on expense reports by Wednesday, June 30th. The accrual for all PCard transactions that have been loaded to Quantum Expenses but not submitted and approved on an expense report will be as of June 30th and will be posted to the cardholder’s default account combo. If you need to reflect PCard expenses in FY21 in projects or account combos other than the default account combo, you must submit expense reports in June and not wait until July

If you want to view your PCard statement between June 26th and June 30th, you can access your statement through your US Bank Online Access account. 

FY21 Debit Memos (DMs)

The last day for DMs to be submitted in Quantum for approval is Friday, June 25th. DMs created before June 1st but not approved by the department by June 25th will be cancelled/deleted by OOTC. DMs created after May 31st that are not submitted and department approved by the June 25th will be swept to July and posted in FY22. 

Between Monday, June 28th and Friday, July 9th a journal entry (JE) for June may be requested for transfers between non-project account combos only. This accrual option is not available for projects. First, create a DM for the transfer in July, then request an accrual JE via email to Sheri Myers (smyers@umaryland.edu) to record the DM transfer in June. Include the DM invoice number in the email request. The accrual JE will be reversed in July. 

FY21 RSTARS Transfers

Requests for RSTARS transfers that are charged to a Project must be made by Tuesday, June 29th. 

RSTARS transfers that are charged to a GL Account Combo must be made by Friday, July 9th. 

The form to request the RSTARS transfers can be found at:

 https://www.umaryland.edu/financialservices/general-accounting/rstars-request-forms/

FY21 Payroll

A separate memo will be distributed by Payroll Services with the details regarding the year end payroll processes. Please note, pay period #22-01 which includes earnings from FY21 will be viewable in Quantum Analytics on Friday, July 9th. 

FY21 Deposits

For cash receipts to be posted against revenue or receivables for FY21, the deposit must be submitted to the Cashier’s office (HS/HSL building) by 3pm on Wednesday, June 30th. All deposits at the Cashier office are by appointment only. To schedule an appointment, please book via Microsoft Bookings at:

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

NEW: FY21 CBS Bills to UMBF and USMF

CBS bills issued to the UMB Foundation or USM Foundation can be entered with an accounting date and transaction date of June 30th so that revenue is recognized in FY21. These bills must be entered and completed by Friday, July 9th. 

Fiscal Year Close

The general ledger will be closed for FY21 on Thursday, July 29th. Final closing balances can be viewed in Quantum Analytics as of Friday, July 30th. 

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

Transaction category

Contact name

Contact extension

Alternate Help

Deposits

Lisa Johnson

6-1334

studentaccountmgmt@umaryland.edu

Disbursements-

Accounts Payable

Lynell Griffin

6-2931

AP_FinSvc@umaryland.edu

Disbursements-

Travel

India Taylor

6-6527

travelhelp@umaryland.edu

Disbursements-

Working Fund

Kenyatta Woolridge

6-2155

AP_FinSvc@umaryland.edu

Disbursements-

International Wires

Kenyatta Woolridge

6-2155

AP_FinSvc@umaryland.edu

Debit Memos

Bryan Mack

6-2910

bmack@umaryland.edu

Journal Entry Requests

Sheri Myers

6-6025

generalaccounting@umaryland.edu 

Payroll

Candace Chow

6-1243

DL-BFPayrollHelp@umaryland.edu

Procurement Card

Expense Reports

Help Desk

6-4357

help@umaryland.edu

Procurement Requisitions and POs

Keith Gagnon

6-8501

kgagnon@umaryland.edu

RSTARS Transfers

Sheri Myers

6-6025

generalaccounting@umaryland.edu   

 

Summary Schedule of FY21 Year-End Deadlines

FY21 Transaction Description

Deadline Dates in 2021

(by 5PM unless otherwise noted)

Requisitions involving complicated proposal submissions and/or requiring outside agency approvals, etc. submitted

and approved in Quantum Financials

Immediately

Requisitions totaling more than $200,000 submitted and approved

 in Quantum Financials

Friday, April 23rd

Requisitions totaling less than $200,000 submitted and approved in Quantum Financials

Friday, May 14th

NONPO Supplier Registrations

Tuesday, June 2nd

Approved non-employee travel expense eforms and

supporting documentation submitted to OOTC-Travel

Friday, June 4th 

Approved employee travel and business expense reimbursement eforms for inclusion in the last payroll of FY 2021

Tuesday, June 8th

PO invoices- State Payment method submitted and received

Friday, June 11th

PO and NONPO invoices- STO Wire payment method

(international wire requests)

Friday, June 11th

NONPO invoices- State Payment or General Working Fund

payment methods with supporting documentation submitted and approved

Wednesday, June 16th

June 2021 Debit Memos

Friday, June 25th

June RSTARS Transfers charged to a project

Tuesday, June 29th

Deposits submitted to Cashier for inclusion as a receipt in FY21

Wednesday, June 30th by

3:00PM

Approved June 25, 2021 Pcard billing cycle expense reports

Wednesday, June 30th

June RSTARS transfers requests charged to GL Account Combo

Friday, July 9th

June 2021 Journal Entry requests for GL Account Combos

Friday, July 9th

General Ledger closing process

Thursday, July 29th

 

 Quantum Financials FY21 Year-End Deadlines

 

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/.

Temporary Modifications to the Research Study Participant Payments Procedure

Purpose:  To prescribe temporary modifications to the research study participant payment procedures in response to UMB COVID-19 related guidance.  

Declaration:  As of April 6, 2020, the State of Maryland and UMB Financial Services – Disbursements continue to process payment requests in accordance with established regular payment processing requirements.  Therefore, every effort should be made to continue requesting funds for research study participants in accordance with UMB Policy VIII-99.00(B) and Procedure on Research Study Participant Payments.  Due to limited staffing, there may be a delay beyond the regular processing timeline, so please plan accordingly. This document will be updated as needed to address changes that may occur to the current processing.

Duration:  The temporary modifications described below are effective until the UMB COVID-19 Telework Policy is lifted.  These modifications supplement the Procedure on Research Study Participant Payments.  All existing elements including, but not limited to, 1099-reporting, controls, responsibilities, and documentation are still required.

Temporary Modifications during mandatory teleworking period:

  1. Gift Cards
    1. The preferred method for gift card payments is to purchase UMB allowable electronic gift cards (e-cards) through the UMB approved vendor, Tango, in accordance with the Procedure. E-cards can be emailed to the recipient.  Instructions for purchasing e-cards from Tango are available here.
    2. In extraordinary circumstances where it is not feasible to use e-cards, a department may mail physical gift cards to the recipient under the following conditions:
      1. At least two individuals prepare the mailings. This can be managed virtually (using video conference calls) whereby one individual prepares the envelopes and the other witnesses the process.  The preparer and witness must sign a statement attesting that the mailing was in accordance with the research study documents and that the envelopes were mailed to individuals eligible to receive the payments.  This attestation must be retained with department records.
      2. A notification of the mailing must be sent to the individual participants (email is fine). The notification must include a request that the recipient notifies the department, preferably by e-mail, upon receipt of the gift card.  If the participant calls, the department must document the call.  Notifications must be retained with the department records.
      3. Departments assume the risk of lost payments and will be required to fund any lost payments.
      4. The  Procedure Exception Request Form is required for this modification. Include the number and amount of gift cards to be mailed to each participant, the number of participants, and the Working Fund check number or Gift Card System order number that was used to fund the payments (if known). A sample completed Procedure Exception Request Form is available here.
  2. Cash
    1. This modification only applies to departments that have an existing inventory of cash and need to mail cash to the participants.
      1. At least two individuals are required to prepare the mailings. This can be managed virtually (using video conference calls) whereby one individual prepares the envelopes and the other witnesses the process.  The preparer and witness must sign a statement attesting that the mailing was in accordance with the research study documents and that the envelopes were mailed to individuals eligible to receive the payments.  This attestation must be retained with department records.
      2. A notification of the mailing must be sent to the individual participants (email is fine). The notification must include a request that the recipient notifies the department, preferably by e-mail, upon receipt of the cash.  If the participant calls, the department must document the call.  Notifications must be retained with the department records.
      3. Departments assume the risk of lost payments and will be required to fund any lost payments.
      4. The Procedure Exception Request Form is required for this modification. Include the amount of cash to be mailed to each participant, the number of participants, and the Working Fund check number that was used to fund the payments (if known).  A sample completed Procedure Exception Request Form is available here.
    2. Departments that do not have an existing inventory of cash are advised to use an alternate method of payment (gift cards, individual checks) when possible.  If cash is the only option available and additional cash is needed, request an exception by completing the Procedure Exception Request Form.  Include the amount of cash to be mailed to each participant, the number of participants, and the method (Working Fund check, personal funds) that will be used to fund the payments. Follow steps i – iii above for mailing the cash.  A sample completed Procedure Exception Request Form is available here.
  3. Reimbursements to Individuals
    Under Procedure on Research Study Participant Payments, a request for funds is made to Financial Services – Disbursements prior to making payments to participants.  The following modification allows for department individuals to use personal funds to fund research study participant payments and to seek reimbursement from Financial Services – Disbursements under the following conditions:
    1. The Procedure Exception Request Form has been fully approved by the University Controller before using personal funds for payments to participants. Include details on type of payment, amount, and method of delivery to the participants (e.g.  A $20 gift card will be mailed to ten participants for a total of $200.).  A sample completed Procedure Exception Request Form is available here.
    2. The detailed receipt showing the details of the transaction, including the date, amount, and gift cards purchased/cash disbursed is included with the reimbursement request (NONPO invoice) along with the required documentation described in the Procedure.
    3. Reimbursements to Individuals transactions will be inspected by Management Advisory Services upon return to regular university operations.Reimbursement will be made to the person who provided the funds as evidenced by a credit card statement, bank statement, or a cancelled check.
    4. Reimbursements to Individuals transactions will be inspected by Management Advisory Services upon return to regular university operations.
  4. Reconciliation Requirements
    1. When possible, departments should continue to follow reconciliation requirements provided in the Procedure.
    2. If the department is unable to conduct a full reconciliation, the following steps are required:
      1. The individual dispersing funds should complete the Study Participant Log.
      2. Another individual should maintain the Cash/Card Count sheet.
      3. Virtual counts are required during periods when cash or gift cards are disbursed.  The custodian of the funds should count the cash or gift cards in the inventory, including e-cards.  Another employee witnesses the count.  Both employees must sign a statement attesting that the count is accurate.  This attestation must be retained with department records.
    3. The Study Participant Reconciliation Template (or similar document) should be completed by an individual who is not directly involved in dispersing funds.  List unreconciled items and provide explanations for unreconciled items.  Upon return to regular operations, departments are required to resolve unreconciled items within 60 days after returning to regular university operations.  Any unexplained differences must be reported immediately in writing to the department chair and/or Dean, and to the heads of the Departments of Management Advisory Services, Financial Services, and Sponsored Projects Accounting and Compliance.
  5. Additional Information
    1. Circumstances that have not been addressed in this Notice may be submitted via the Procedure Exception Request Form.
    2. Reminder – under State regulations the P-Card may not be used to purchase gift cards. Exceptions to this regulation are not allowed.
  6. These modifications are incorporated into the Procedure on Research Study Participant Payments effective April 6, 2020.  Documentation, approvals, 1099-reporting, controls, and other requirements stated in the Policy and Procedure remain in effect.
  7. Questions?  Contact Cindy Lyons at clyons@umaryland.edu
  8. Research guidance is published on the UMB coronavirus website under https://www.umaryland.edu/coronavirus/faq/. Click the Research tab.

Temporary Modifications to the Research Study Participant Payments Procedure - 040620

Update for COOP Invoice Procedures during Teleworking phase

Based on an update from Maryland General Accounting Division (GAD) they will be able to process critical payments below the $100K threshold at this stage but they only have a skeleton crew so we need to be judicious in the invoices we send. At this point the state says we can determine what is critical.  Our priority will be to pay the oldest invoices as well as invoices for individuals, small businesses, and COVID-19 related invoices. All other invoices will be processed as soon as possible but may be delayed due to limited personnel. Financial Services- Disbursements (FSDB) will also give priority to invoices that are complete meaning we are able to process them without contacting departments for additional information or correction. GAD has made clear that their ability to process these payments can change at any time but they are going to do their best to accommodate our needs and the needs of all other state agencies. If circumstances change we will notify you with another update.

Please process your invoices in accordance with the following guidance:

  1. PO Invoices
    1. Mail will be delivered to Financial Services and we will be looking for invoices that can be paid with a pcard. If a regular pcard can be used we will contact the department and ask that the payment be made using the department’s pcard.
    2. The Emergency Release Card (ERC) has not been activated yet so we do not have the option to use ERC for the $5-25K invoices.
    3. If you receive a PO invoice that needs to be paid, please send it to AP_FINSVC@umaryland.edu  
    4. Reminder that PO Invoices cannot be paid unless they have been received. YOU SHOULD NOT WAIT UNTIL YOU RECEIVE AN INVOICE TO ENTER THE RECEIPT. Receipts should be entered when goods are received or services are delivered. Not having a receipt in the system will push your invoice to the bottom of the pile so we can move on to the invoices where receipts have been completed before we return to the invoices that require additional work.
  2. NONPO Invoices- State Payments
    1. This is where we ask you to be judicious about the NONPO Invoices you are requesting. Please enter the items that are critical for your immediate needs.
    2. During this phase we will accept the backup documentation that still needs to be sent to the state in electronic format and FSDB will print it out. However, the supporting documentation must be sent to rs-bf-nonpo@umaryland.edu via ***SecureXfer.
  3. NONPO Invoices- General Working Fund Payments
    1. It is expected that only critical payments are requested during this phase so we are still requiring that the working fund checks be picked up by the department from the Saratoga office. If the check request is important enough for you to pick it up it is important enough for us to generate it. If you have already submitted documentation for working fund checks that you anticipate picking up during this phase, please send an email to fs-workingfund@umaryland.edu
    2. These invoices will be processed as usual except that the supporting documentation must be sent to rs-bf-nonpo@umaryland.edu via ***SecureXfer.
  4. NONPO Invoices- Student Working Fund Payments
    1. If a check for an emergency student loan is required, please email studentaccountmgmt@umaryland.edu with your request.
    2. The Student Accounting staff will generate the invoice but the check will be issued out of the General Working Fund and the check will be available for pickup at the Saratoga office.
  5. Foreign Wire Payments – PO and NONPO Invoices
    1. At this point the state is also processing wire payments to foreign suppliers. Two state divisions with skeleton crews must work together to make these payments happen so be proactive and get your requests in ASAP. We cannot do working fund wire payments so if the state moves to the next phase of 100% telework these will be more of a challenge.
    2. Please follow the instructions for routing the documentation based on the type of payment (PO or NONPO).
    3. PLEASE make sure the X-9 forms are accurate and complete. With limited staff to process all of these transactions and knowing that many of you are working flexible teleworking schedules, we do not want to lose time going back and forth with corrections.
  6. RSTARS payments
    1. Payments to other state agencies via RSTARS transfers will be processed as usual using the RSTARS Transfer Request form:

https://www.umaryland.edu/financialservices/general-accounting/rstars-request-forms/submit-rstars-transfer-request/ 

Thank you for your anticipated cooperation.

UPDATE:  ***Users can access the SecureXfer service from the following website.

Additional information can be found at: https://www.umaryland.edu/cits/services/securexfer/.

Update for COOP Invoice Procedures during Teleworking phase

COOP Procedures during Teleworking phase

During UMB Step Two of the COVID-19 Response where the majority of UMB employees are teleworking, the departments within Finance and Auxiliary Services will be performing the following services using alternate procedures. Your cooperation and flexibility is requested to ensure that transactions are processed as efficiently and accurately as possible. Please circulate this memo to all personnel involved in the fiscal and business operations of your department.

Strategic Sourcing and Acquisition Services

 

  1. Procurement
    1. Requisitions should be submitted as normal through Quantum Financials. If there is no one to receive deliveries in your department during Step 2 of COVID-19, you should indicate in the comments of requisition a required delivery date when department will be able to accept deliveries.
    2. Purchase Orders will be processed as normal.
  2. Purchasing Card
    1. Submit account maintenance request via email to Regina Spencer, mailto:rspencer@umaryland.edu, and copy Joe Evans, (mailto:jevans@umaryland.edu.
    2. As a reminder, the State does not allow deliveries to a non-University address.
  3. Mail Services
    1. The UMB Mail Center will be on a modified schedule. Operating hours will be from 8:00 AM to 1:00 PM.
    2. The UMB Mail Center will provide a one time delivery and pick up between 10:00 AM to 12:00 PM for those departments requesting service. Please email Michelle Jordan, mjordan@umaryland.edu if your department requires service.

Financial Services

 

  1. Invoices
    1. At 4:15PM on Friday, March 13, 2020 we were notified by the State of Maryland- General Accounting Division that they are in teleworking mode and will only generate checks to suppliers for “critical” payments of $100,000 or more. Their direction to state agencies (including UMB) is to pay only “critical” payments as follows:
      1. With the normal procurement card (pcard) held by department users
      2. With the Emergency Release Card (ERC)- a special card held by Joe Evans and we are obtaining another one for John Jensen.
      3. With our working fund we are requesting an increase in funds to accommodate additional payments
    2. We are unsure of the state’s definition of “critical payments” and we may be subject to additional justification for any payments that we make via the working fund or ask them to make for us over $100K.
    3. A small team of employees in Financial Services-Disbursements (FSDB) will be on-campus and ready to process the payments that we permitted. The expectation is that we will not be generating the normal volume of checks. We ask for your cooperation and understanding once we can give you more definitive direction on what we can process.
    4. We do know that there is no relief for submitting paper documentation because ultimately the reimbursements for the working fund checks will be sent to the state. However, FSDB is going to waive the requirement for paper documentation from departments and require submission of electronic documentation that will be printed by FSDB for submission to the state. All supporting documentation for any form of invoice must be submitted to the appropriate distribution list (DL) via Accellion - the secure file transfer application we use at UMB. Supporting documentation sent directly to a Disbursements staff member or to any other DL will not be processed. We have reduced the number of on-site Disbursements staff to a minimum in order to promote the health and safety of our employees.
    5. We are waiting further clarification on a number of questions that we do not have answers for yet. As soon as we know more information we can determine our procedures and will be sending another detailed communication about invoice payments. Please hold your questions until you receive the additional communication.
    6. Please contact Lynell Pendleton for all general invoice questions at lpendleton@umaryland.edu
  2. Travel Reimbursements
    1. Employee travel reimbursements will be processed as usual except that we will extend the 60 day requirement for submission to 90 days. Electronic receipts are still required. For those employees who do not have access to a scanner, pictures of receipts can be attached to the travel expense form. The department is responsible for gathering the original receipts when UMB returns to normal operations.
    2. Non-employee travel reimbursements are paid by the state and therefore subject to the “critical” payment definition. We will be extending the 60 day requirement for submission to 90 days. We will provide more guidance as soon as we receive it.
    3. Please send travel related questions to travelhelp@umaryland.edu
  3. Payroll
    1. On March 13, 2020 at 12:20PM, Candace Chow sent an email to all HRMS Users to identify the changes that need to be made during this phase of telework.
    2. Per the instructions, all documentation will need to be sent electronically. Paper documentation cannot be accepted.
    3. Paper checks will be mailed as long as the courier can deliver them to UMB. At this time there is no reason to believe it could be an issue but if you have employees who do not use direct deposit they should be encouraged to sign up.
    4. Please use the following email addresses for payroll questions:
      1. DL-BFPayrollHelp@umaryland.edu for general payroll questions
      2. DL-BFNRAHelp@umaryland.edu for NRA questions
  4. Gift Card Requests
    1. The gift card system will not be operational during this phase of telework.
  5. Debit Memos
    1. Debit memos will function as usual.
    2. Please contact Bryan Mack for all debit memo questions at bmack@umaryland.edu
  6. Cashier Window Deposits
    1. The Cashier window will not be open during this phase of telework. If you receive checks that need to be deposited, please mail them with a Deposit Summary form to the General Accounting lockbox at: University of Maryland Baltimore, PO Box 41427, Baltimore, MD 21203-6427.
    2. Cash should not be accepted by any department during this period except for those pre-approved with the Bursar’s office for direct Brinks pick-up.
    3. Please send deposit questions to studentaccountmgmt@umaryland.edu
  7. Customer Billing
    1. Customer Billing will function as usual. Departments can create bills and Financial Services will apply receipts to bills.
    2. Please send CBS questions to generalaccounting@umaryland.edu

 

Parking and Transportation Services

 

  1. SMCC Cashier Area
    1. Operating Hours will be reduced to Monday’s only from 9:00am until 1:00pm with limited staff.
    2. MTA sticker pick up, MTA pass pick up and voucher pick up will only be available during this time.
  2. Parking Garages Status
    1. As long as the campus remains open, all the garages will be open.
    2. Should the garage occupancy drop to a point where garages can be closed and parkers redirected to the 24 hour garages (Lexington, Plaza, Baltimore Grand, Pratt) this information will be sent/posted via signage in front of the garage, Twitter, Facebook and our web site.
  3. Shuttle Status
    1. As long as UMB is open the shuttle will operate its normal hours.
    2. Should shuttle ridership drop to the point which hours can be reduced, the information would be sent/posted via Shuttle App (Ride Share), Twitter, Facebook and Shuttle Web Site. (It should be noted, all shuttle riders are communicated to through the Rideshare App)
  4. Donaldson Brown
    1. The Center will not be holding any events during COVID-19.
    2. Limited staff will be on site but not open to receive visitors.

COOP Procedures during Teleworking phase Memo