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General Accounting
A Division of Administration and Finance

Foundation Reimbursements (UMBF & USMF)

UMBF and USMF are separate legal entities from the University of Maryland, Baltimore (UMB). Each uses its own financial system to process transactions and financial reporting. Neither UMB Foundation (UMBF) nor USM Foundation (USMF) use Quantum Financials or Quantum Analytics.

Because of this, departments must follow two separate steps to request reimbursements payable to UMB for expenses charged to a non-sponsored account (SOAPF):

  1. Record the transaction in UMB Quantum Financials.
  2. Request reimbursement from UMBF or USMF.

When to Use Foundation Reimbursements

Use this process when:

  • Funds are requested from UMBF or USMF, and
  • The request is payable to UMB, and
  • The expense is charged to a non-sponsored account (SOAPF).

Note: This process does not apply to grants or contracts, which are managed by Sponsored Projects Accounting and Compliance (SPAC).

Customer Billing Process

  1. Create a Customer Bill in Quantum Financials
  2. Select the correct Bill-To site for your department, school, or service center.
  3. Select the appropriate Memo Line for the Foundation:
    • UMBF memo lines use revenue object 0323
    • USMF memo lines use revenue object 0322
    • If a new memo line is needed, submit the CBS Memo Line Request.
  4. Assign a Collector to the bill to monitor payment.
  5. Keep the Customer Bill as backup for your reimbursement request.

  1. Submit a Disbursement Request Form (DRF) to UMBF or USMF.
  2. Attach or include a copy of the Quantum Customer Bill created in Step 1.
  3. UMBF or USMF will process the payment and provide General Accounting with:
    • The payment issued via ACH
    • A list of CBS bill numbers and the amount applied to each bill

Department Responsibilities

  • Ensure the Customer Bill is accurate and complete.
  • Monitor collections and follow up as needed.
  • Keep copies of all supporting documentation, including DRFs and Customer Bills.

Questions and Support

Contact

General Accounting

220 Arch St.
Office Level 2
Baltimore, MD 21201

Jibola Akintola
Director

410-706-6025 GeneralAccounting@umaryland.edu

Helpful General Accounting Links

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