Finances & Travel

Finances & Travel

This section provides resources for UMD iSchool employees related to financial transactions and travel. If you have finance or travel related questions that are not addressed below, please contact Craig Talyor, Financial Coordinator.

 

Travel Approval and Reimbursement

The University of Maryland has a pre-approval policy for all incoming and outgoing travel for faculty, graduate students and visitors.  The first step to arrange travel approval. The University of Maryland College Park is currently under the policy of the “Fly America Act”. To read about the Fly America Act, a federal regulation that requires the use of U.S. carriers for travel that will be reimbursed from federal grants and contracts, please click here. At the end of each trip, the traveler will need to complete a Travel Expense form needs to be completed in order to be reimbursed for expenses including per diem reimbursements only.  If no reimbursement for a trip is expected please notify Daisy Cristina S Mason so we can close out the travel encumbrance.

Travel Forms:


Miscellaneous Reimbursements

If you have something to be reimbursed from a University or Research account that is not related to travel or business meals, we will need to submit a Disbursement Voucher to process your reimbursement. (For reimbursements from a Foundation Account, please see the Foundation Reimbursements section.) Please fill out the Reimbursement Form (for students that are not also employees, use this form) and be sure to submit all original receipts, and if necessary, proof of payment. Proof of payment can be provided in several ways:

  • If your full name appears on a credit card receipt, as well as the last four digits of the credit card used, that is sufficient proof of payment;
  • If your name does not appear, but the last four digits are there, then a copy of the card with all but the last four digits blacked out needs to be provided;
  • Or in lieu of a copy of your card, a screen shot of your bank statement showing the purchase, date and amount;
  • If you paid cash, no proof of payment required.

Proof of payment needs to be provided for all purchases. If you used different cards for different purchases, we will (in some cases) need copies of all the cards. Please contact Dave Baugh, the Technology Officer if you are purchasing computing equipment with University/Research funds, you may be required to get a tag for the piece of equipment. Once the request is processed in the Kuali Financial System (KFS) you will need to sign and date the Disbursement Voucher form which will be available from Craig Talyor, Financial Coordinator.


Foundation Reimbursements

If you have something to be reimbursed from a Foundation account, including travel and business meals, we will need to submit a Disbursement Voucher to the Foundation to process your reimbursement. Please submit all original receipts, and if necessary, proof of payment. Proof of payment can be provided in several ways:

  • If your full name appears on a credit card receipt, as well as the last four digits of the credit card used, that is sufficient proof of payment;
  • If your name does not appear, but the last four digits are there, then a copy of the card with all but the last four digits blacked out needs to be provided;
  • Or in lieu of a copy of your card, a screen shot of your bank statement showing the purchase, date and amount;
  • If you paid cash, no proof of payment required.

Proof of payment needs to be provided for all purchases. If you used different cards for different purchases, we will (in some cases) need copies of all the cards. If you are purchasing computing equipment with Foundation funds, you may be required to get a tag for the piece of equipment. Please contact the Technology Officer prior to making the purchase. When submitting your receipts, please be sure to include a typed explanation of the costs. If you have any questions about this process, please contact Craig Talyor, Financial Coordinator.


Office Supply & Small Item Purchasing

Most everyday items are stocked in the College. Items which are not stocked may be ordered from the Office Max catalog. The Office Max catalog is available for review in the Coordinator's office, Hornbake 4105-C. An online version of the catalog is available at www.officemaxsolutions.com. Prices listed in the catalog do not reflect the University contractual discount. Office supply orders are submitted each Friday. Orders typically take 3-5 business days to arrive. Individuals whose total office supply order is $100 or more must receive approval from the Director of Administrative Services. Contact Daisy Mason at dcmason@umd.edu or by phone at 301-405-2033.


Large Item Purchasing

For some purchases, we may need to go through the University’s Procurement office to get approval. Typically these purchases are for equipment over $1,000, vendor services (such as consulting, transcription, translation, web/graphic design), and larger contracts to organizations that are not in the category of subaward. In order to make a payment to a Vendor, we will need a W-9 and a quote from the Vendor. If the services rendered will cost over $5,000 it is very important that you get a quote before starting the work. The University reserves the right to find the best price for services/equipment if the cost is over $5,000, and they will put it out to bid. If you feel there is a justifiable need to use a specific vendor, a Sole Source Justification will need to be written. For services that will total over $100,000, there are many more requirements and the process can take 2-3 months so you will need to get started on this very early. For computing equipment purchases, please contact the Technology Officer. For all other large purchases, please contact Craig Talyor, Financial Coordinator.


Research Participant Incentives

If you would like to get money to pay for participants for a research study, you will need to get approval prior to your research. You will need to fill out a Memorandum of Understanding for Research Participant Payments form and a Departmental Special Use Memorandum of Understanding form, and also provide the IRB approval letter and consent forms. Once all of that is received, the Financial Coordinator will send to the Working Fund and a check will be issued to the department where you can pick it up. If, after your research is complete, there is money left over, that money will need to be returned to the University. Please contact Craig Talyor, Financial Coordinator, for questions about this process.