Electronic time sheet submissions and approvals for the period ending 12/10/16 (Payroll 12) are due by 11:59 p.m. on Wednesday, December 14, 2016.  

Reimbursement Policies

Working Fund Checks:

Not often used. Only use in the case of Visa requirements, and or Homeland Security Background checks. Generally initiated by Arlene Odenwald’s office. (5-2624)

We will need documentation of the need for a working fund check (the original invoice). We will make a copy.

The date required to have the check delivered to the payee.

The reason this cannot be paid by P-card or Purchase Order.

The account that will be debited for the check amount.

Allow two business days minimum from the time the paperwork is clocked in at administration for a check to be issued.

Food for CBI Program and / or GSA events:

Food may be ordered from the following caterers:

Chartwell’s: Ms. Lauren Fava (443) 612-8378; website: https://umbc.catertrax.com/index.asp

Glenmore Caterers: Mr. Scott Parry (410) 455-5930; website: http://www.glenmorecaterers.com/.

Classic Catering People: Mr. Larry Frank (410) 356-1666; website: https://classictogo.catertrax.com/index.asp

Please keep a list of attendees and get the list to Dennis for payment.  

If you choose to bring food in from another vendor, Domino’s, Subway, Chipotle, etc:

Purchase food from your vendor of choice, you must obtain a detailed receipt stating what was purchased.

Give the receipt to Sandy for processing with a complete list of attendees and announcement of event.

Reimbursements will go into direct deposit in a 6 to 8 week timeframe.

 Meals with Seminar Speakers:

No more than two guests plus the speaker are allowed for meals

An itemized invoice of all food and beverages must be submitted in English along with the attendees and seminar announcement.

Alcohol cannot be purchased from State accounts, Please get a separate receipt for alcoholic beverages for a separate submission to the foundation.

Reimbursement is deposited into direct deposit, generally 6 weeks after submission to the Administration building or foundation.

 Petty cash for lab supplies or office supplies:

Purchases must be made in cash to be eligible for reimbursement in cash. Purchases made by check or charge card must be reimbursed via the UMBC Request for Reimbursement form.

Reimbursement to any one department is limited to a maximum of $50 per day.

All receipts must be dated within 10 business days of the presentation date.

Original receipts and a petty cash voucher form must be presented. We will keep a photocopy of each.

If more than one PeopleSoft account is being charged on the voucher, a sub-total for each account must be shown on the voucher when it is presented.

All paperwork must be presented in person.

Food for Picnics:

Get the provisions list from the front office, this will give you the minimum amount of food to get for the group.

Ask for the Money in the safe to help offset your purchases

Keep receipts of all your purchases, get them to Michele for reimbursement

Have a signup sheet for all attendees. We will need that for the reimbursement submission

Reimbursement is via direct deposit, generally the same day as payday, usually 3 pay periods from when paperwork is submitted. 

Primary people are listed, anyone can generally help with any Issue.

Foundation Disbursement Checks:                              Dennis

Departmental Deposits:                                                Michele

Scholarship Payments:                                                Patty

Textbook adoptions:                                                    Sandy

Travel and Registrations Faculty                                 Michele

Travel and Registrations Grad Students                       Patty

Travel and Registrations Seminar speakers                 Sandy

Office Supply orders:                                           Michele / Creighton

D Card (copying or Skylight room)                               Sandy

Announcements on video screen                    Sandy / Michele / Dennis     

Web Site events                                              Sandy / Michele / Dennis                 

Web site stories                                                            Dennis

Room scheduling (Chemistry rooms)                      Any of the staff

Scheduling in other buildings                                   Sandy / Dennis

Check Distribution                                             Sandy / Michele / Dennis

Petty Cash                                                                    Michele

Petty Cash over $50 (CBI food)                                      Sandy

Tests, quizzes, syllabi                                                   Sandy

Building issues   (Temperature, leaks, etc.)                   Dennis

Fedex                                                                            Michele

**If the Primary person is not available, please feel free to ask any staff member for assistance!

Jane Henderson joined CNMS Business Central effective July 1, and will continue to serve as the department’s point of contact for payroll needs.  Jane’s new location will be in the University Center, room 116G. Patty Gagne will continue to generate contracts and appointment letters for the grad students, Ann Geffert will continue to generate contracts for Faculty, post docs and Part time faculty. Justine Johnson will continue to generate contracts for the Meyerhoff students and Cindy Finch will continue to generate hiring documents for the HHMI students. These functions will not change and the people involved will continue to work closely with Jane.

One process that will change is if you are hiring a student or technician on a research grant or hiring a student to supervise a lab course section. In this case, you will need to go to the CNMS shared service site below to initiate the process. In the notes and comments please tell us the student name, his or her hourly wage and any other pertinent information required along with a letter or email stating the offer of employment.  The most important part of the information is the funding source (which is the project number and is assigned by OSP and available from Bill DeVilbiss). The drop down menus are fairly straightforward and simply need to be scrolled to the appropriate selection.

Information on CNMS Business Central, including the RT request form, may be found at: http://cnms.umbc.edu/shared-services.  The sample RT ticket is in the attachment below. It is very similar to the Payroll Authorization form we currently fill out to start a hire into the department.  This form is the substitute for the form that we used in the past, you will not have to fill out the payroll authorization form any more. 

Once you receive a confirmation of receipt from the RT system, have your student, or arrange for your student to meet with Jane to fill out the appropriate forms to complete the hiring procedure. Jane's phone number is 5-8059. Your student or employee should bring with them to Jane's office: A picture ID, their student ID, if applicable, Visa's or green cards if necessary.

 Help with the RT system is available in the Administrative Office.