Sole Source Justification Form
SALES TAX EXEMPTION
The PCard states that UMB is sales tax exempt. All in-state and many out-of-state vendors honor this exemption. If required by the vendor, a copy of UMB’s tax-exempt certificate may be provided.
PURCHASE LIMITS
All PCards have a $4,999 Single Purchase Limit. “Splitting” purchases to circumvent this limit is strictly prohibited.
LIMITATIONS ON ALL CARDS
The State prohibits certain Merchant Category Codes (MCCs) from PCard use. These restrictions will be automatically invoked if applicable during the purchase authorization process. A full list of blocked MCCs can be found here. Examples include, but are not limited to, the following:
The following types of transactions will not be automatically rejected if purchased on the card, but are prohibited and will be monitored for compliance:
Several categories of purchases are allowable on the PCard but are subject to requirements and limitations imposed by additional policies. Examples include, but are not limited to, the following:
General Office Supplies
Office supplies can be purchased from the University-contracted vendors, AJ Stationer’s or Rudolph Supply. To request an office supply purchase, please submit a Financial Transaction Request with direct links to the items you wish to purchase.
Stationary and Business Cards
Stationery and business cards can be purchased from the University-contracted printing vendor, Strategic Factory. The approved printer has the design templates for business cards, letterhead, envelopes, and campus maps. You do NOT need to provide the printer with any templates. Please be ready with the following information when placing your print orders:
To place an order, please submit the order directly through the Strategic Factory website. If you are not a PCard holder, please complete the “Billing Code Information” section at checkout to have an invoice sent to you. Once the invoice has been received, submit the invoice using the Financial Transaction Request for final payment.
In accordance with the State and University System Procurement Policies and Procedures, all furniture must be purchased from Maryland Correctional Enterprises(MCE) unless a waiver is requested and granted by MCE. Typically, it takes 90 days for the delivery of some furniture. However, MCE does have some items on their quick ship program.
Furniture is defined as a physical good that will remain in a space. Examples of furniture include desks, chairs, stools, shelving, cabinets, rolling carts & tables.
Please contact the Provost-Finance team for your furniture needs early in the process. If unsure if an item requires a waiver, please consult with our team. It is strictly prohibited to purchase furniture with the Corporate Purchasing Card from any entity other than MCE unless a waiver has been obtained.
Once goods and/or services have been rendered, a vendor will issue an invoice for payment. To request payment of this invoice, please submit the invoice using the Financial Transaction Request.
To ensure timely payment, please submit invoices promptly to the Provost-Finance team and verify that the invoice includes the following:
Interest Payments to Vendors
In accordance with the Md. STATE FINANCE AND PROCUREMENT Code Ann. §§ 15-104, 15-105, and 15-222, vendors may be entitled to interest on late invoice payments if:
Interest charges incurred due to late payments will be charged to the Operational Unit/Department.
An honorarium is customarily used as a one-time payment made to an individual who is not an employee of the University of Maryland, Baltimore (UMB). Honorarium payments are regarded as special payments made for non-recurring activities or events to recognize and or acknowledge the contribution of gratuitous services to UMB.
An honorarium cannot be used to pay individuals where there is a contractual agreement for services already agreed upon through the University's procurement office.
Honorarium Determination
Consider the following, but not limited to the below examples, when assessing whether a payment should be considered an Honorarium:
*Answering “YES” to the above VOIDS this payment option of qualifying as an Honorarium*
If “yes,” please consider another payment option — PCard or Purchase Order.
Eligible Parties for Honorariums
Typically, Honorariums are individuals who are considered non-employees. Individuals chosen by the respective department to give a lecture, or someone chosen to present on a subject that they are presumed knowledgeable. The following list includes, but is not limited to, examples of eligible parties that can receive Honorariums:
Required documentation for Processing
To avoid processing delays for any Honorarium payment, the following items/information is required:
Payment Processing
After the event is completed, please allow up to 21 business days for the state to process a check to the recipient.
Recipient cannot be a UMB employee.
Recipient cannot be a business entity. A business entity can be identified by the name of the payee or by the tax identification number (TIN). If the TIN begins with two numbers (e.g. 52-), the recipient is a business.
Recipient cannot be a consultant or other professional whose primary source of income is generated from the service provided to UMB.
To request a stipend or award payment be issued to an individual, please complete a Financial Transaction Request form and include the following information:
These business-related expenses must be pre-approved by the employee's supervisor. This pre-approval may be in the form of an email, a form, or other documentation.
Types of expenses that can be processed
Object Description
3745 |
Food Reimbursements (for pre-approved events) |
3773 |
Business Meals (meals for non-employees) |
4710 |
Employee Development and Training (registrations and courses/seminars only) |
4920 |
Subscriptions |
4930 |
Association Dues |
Submitting a Business Expense Reimbursement
To submit an employee business expense reimbursement for yourself, please follow the directions found in this Concur tutorial. If the expense type is outside of the object codes listed above, the reimbursement must be submitted via a NONPO State Invoice. Please use the a Financial Transaction Form to request a NONPO payment.
Instructions
Complete and submit a Financial Request Form
Unallowable Foundation Request
Required Documentation for Processing
To avoid processing delays for any Foundation payment, the following items/information is required:
Payment Processing
EDRFs received at the Foundation by 4 p.m. on Wednesday will be sent to PNC on the following Friday. This means the approver must approve your EDRF by Wednesday, not just the initial submission has to be complete.
220 Arch St.
14th Floor
Baltimore, MD 21201
The University of Maryland, Baltimore is the founding campus of the University System of Maryland.
620 W. Lexington St., Baltimore, MD
21201 | 410-706-3100