Financial Services Announcements

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

 

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/.